VP - Administration Facilities Management with a MNC Bank

Position Purpose

Supervise all Facility Management Operations and administrative support functions for the bank HO and the branches with quality maintenance upkeep service levels with least down time within budgeted cost levels.

Responsibilities

1. Ensure Security & Safety of Premises Assets and People by proactively maintaining the controls on Physical Security Electronic Security Surveillance systems and Safety Systems.

Description:

• Supervise over documentation of various stipulated documents related to physical security timely maintenance of CCTV Access Control system Fire detection system and Fire suppression system etc. Implement the Physical Security Policy and the guidelines as amended and applicable for Man & Material movement. Implement controls in the Security & Safety function of Bank and Branches. Implement a centralized cctv monitoring and recording system through IP segment.

2. Liaison with Building Management Team Government Bodies B&C.

Description :

• Liaise with Government bodies for various permissions/ approvals to ensure timely renewals of all the related Licenses / extensions / displays & maintain requisite data in the prescribed formats for Bank & Branches.
• Coordinate with Brand & Communication for various event management activities for Bank& Branches.
• Support Business Managers in various activities/ events at Bank & Branches. Liaise with Building Management Team of the respective premises of BANK & branches

3. Compliance & Controls

Description :

• Adherence to all Bank policies procedures and guidelines related to individual employee Self & Team. Drive awareness sessions amongst the internal & Outsourced teams for its enactment.
• Ensure compliance towards procedures internal guidelines provisions within the function & create checklists to keep a track of it in various areas of Facilities Management function. SPOC for FM related statutory & internal audits L1/L2 & IG audits. Ensure relevant documentation & prerequisites are maintained as mandatory.

4. Payment Processing Tracking & Cost Control

Description :

• Tracking of Bills of vendors for various services and supplies provided for Bank & branches. Verification & Processing of Bills. Ensuring control on the Supplies and Services and highlighting any discrepancies to seniors. Followup with GE team and ensuring timely payment processing to avoid disruption of services. Maintaining MIS of all the expenses pertaining to Admin & Security function Ensuring Cost is within the budgetary approval.

5. To streamline and improve overall FM activities of Bank & Branchs

Description :

• To streamline FM Upkeep with the quality housekeeping and electromechanical services within the budgeted cost/quality services and housekeeping to be improved and bench marked with the industry for Cost/Quality.
• Introduce automation of process an system as may be practical within FM area to achieve reduction in manual intervention and labor. Ensure to have inclusiveness of outsourced agencies while interacting for all activities with the various stakeholders of the HQ building & Branches (including group entities . Continue building team comprising of internal outsourced resources & make sure that team works with a team spirit towards the common goals.

6. Upkeep of all the electro mechanical installations at the Bank Facility & Branchs

Description:

• Maintain tracker of the preventive maintenance schedule of all the ElectroMechanical installations at the Bank/FBB/BRANCHES. Followup with Vendor and ensure timely completion of equipment maintenance.
• Carry out weekly/ monthly maintenance check through selfassessments & facility rounds of site/ equipments through the onsite Facilities Team. Liaise with PROCUREMENT for timely renewal of AMCs pertaining to Bank & Branches. Facility management activities at HO and branches by introducing innovative energy management systems and processes.
• Carry out AMS with proper scheduling & ensure smooth & glitch free operation of all the Electromechanical equipments. Assist Project & Procurement teams for various internal restacking projects by Liaoning & onsite supervisions towards timely completion of work undertaken.

Education Level: Master Degree or equivalent (>4 years)

Facilities Management,facility manager,Facility Management (FM),administration