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Facilities Manager
1 month ago
Roles and Responsibilities
The Facilities Manager/Coordinator is responsible for the maintaining an efficient, functional, and operational facility with a high degree of customer satisfaction within their remit. The following represents major activities and tasks:
Client Engagement – engage closely with local HCL leaders to ensure facility operations meet the needs and requirements of the line of business.
Facility Management –Ensure maintenance and upkeep of all equipment. Ensure required inventory of supplies and coordination of Housekeeping. Ensure effectiveness of all operations.
Space Management - Ensure proper allocation/deallocation of seating for various HCL projects within the delivery center and management of the SMS system for all respective sites. Interaction with PM/LOB/PMO for seat demands/release of seats. Leverage ARM and Hotdesking Portal to manage seats within sites.
Vendor Management- Coordinate vendors for installation of infrastructure services such as electrical, furniture, networking, and security systems, repair and maintenance of existing systems, and retrofit of systems including managing vendor performance.
Visitors Management (Client/Employee) - Coordinate conference room set up, coordinating with food vendors/restaurants to deliver food at business requests.
New Employee Processing - Provide assistance to new employees upon their arrival to the office, including assigning seating, providing office materials, and setting up phones/printer connections (with help from GIT). Leverage ARM to ensure proper approvals are granted for access as required.
Policy and Certification Compliance – Know and understand the compliance controls in place for portfolio and take action to maintain compliance. Including but not limited to ISO compliance, H&S Regulations, QCC surveys.Leverage global resources as needed to ensure site compliance.
Health and Safety, Environmental – Maintain facilities in accordance with all occupational health, safety and environmental regulations keeping all records related to the same
Emergency Management – Maintain local Emergency Management teams including recruitment of floor wardens. Train local staff on Emergency Management Processes as defined by Risk and Compliance
ACS and Security Management – Monitor security guard performance (if applicable at site) and coordinate guard deployment and duties. Document and escalate issues to Security manager.
Ensure CCTV system is continuously functional and promptly report deficiencies. Ensure badge access control systems are continuously functional, as well as historical reporting, and promptly report deficiencies. Ensure door hardware and other security infrastructure is in proper functional order and promptly report deficiencies. Document Visitors through a Visitor Management system or Manual Visitor Log Register.
Site Financials – Maintain facility expenditures in line with portfolio budget including budget tracking, PR and PO management and invoice Payments. Manage lease charge backs. Assisting with annual capex-open budget exercise.
Facility Creation (Construction Project Management) – Partner with the Facilities creation team to facilitate effective project management execution and due-diligence work.
Real Estate (new site development and dispositions) – Partner with the Real Estate team in the site selection and ensure smooth transition to Facilities Operations.
Real Estate (site closure) – Coordinate with LL for facility walk through (before/day of handing over the site). Work with Procurement/Real Estate Team to know the Security Deposit amounts and to coordinate with LL for SD refund.
Mobile/Cell Phone Management – Leverage tools and processes to manage the cell phone distribution, maintenance, and disposition for all HCL COCP plans within the GEO. Ensure line is suspended/disconnected within 2 business days of employees exit from the organization. Manage audits and to retain evidence of exceptional approvals.
Logistics Management – Receive, Sort, and deliver incoming mail/packages. Coordinate incoming/outgoing domestic and international shipments. Ensure payments are processed on time for logistics vendors. Ensure shipments are processed as per hazmat/international import-export requirements. Partner with Procurement, Freight Forwarding Vendor, and HCL India Customs/Export Compliance Team.
Management Reports – Responsible for monthly reports (Client Visits, GWS Deck, Smart Sheets, GWS SPOCs mapping etc.)
Fixed Assets Management – Partner with Finance (FA Team) for physical verification audits. Follow the approval process before disposing-off/trashing any assets. Informing FA Team before physically moving any assets from one site to another.
Coordination with Other Enabling functions – Collaboration with HCL HR, Legal, Finance, Risk & Compliance, and other departments to ensure facilities are following all current laws, regulations, and compliance standards. Provide reports to various departments for issues needing their attention.
For more information, please contact @ ankita_rawat@hcltech.com
