Job Summary
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.
Key Responsibilities
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.
Skill Requirements
Other Requirements
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.
Other Duties as required – Examples are Chairman visits, CEO support, special events support.
- Be available to go into the office during off hours in case of emergency, corporate events, or to manage vendors who are working on site after hours.
- Investigative skills for diagnosis of building issues so repairs can be completed in a timely manner. You will need basic knowledge of building functions and equipment.
- Event support – support local teams wrt client visits/events.