Senior Manager - Facilities

This Senior Manager - Facilities position at Condé Nast is responsible for multi-city facilities in India, overseeing Facilities, Security & Safety, Transportation, Logistics & Mailroom, Visitor Management, Cleaning/Housekeeping, Pantry & Cafeteria Services, Workspace Management, Planned & Preventive Maintenances, Material & Storage Management, Fitout compliances, Employee Health and Wellness, and Internal Projects. The role requires a high-energy, hands-on manager with strong leadership, customer service, and building operations expertise, capable of working across teams in a dynamic 24/7 environment.

Must Have

• Manage multi-city facilities in India (Facilities, Security & Safety, Transportation, Logistics & Mailroom, Visitor Management, Cleaning/Housekeeping, Pantry & Cafeteria Services, Workspace Management, Planned & Preventive Maintenances, Material & Storage Management, Fitout compliances, Employee Health and Wellness, Internal Projects, Invoice Management, General Administration)
• Oversee day-to-day operations for 24/7 facilities
• Manage seating using OfficeSpace and parking services
• Manage Cafeteria & Catering Services
• Ensure PPM activity of critical equipment (UPS, HVAC, FAS, Access Control CCTV)
• Build and follow SOPs for transport management, complying with local statutes
• Manage ground transportation for shift employees in multiple cities
• Ensure safety of staff in office and official transportation
• Ensure building and facilities meet government regulations and EHS standards
• Plan and manage end-to-end logistics, storage, transportation, and services
• Coordinate and lead teams and manage vendors
• Ensure accurate and timely processing of vendor invoices
• Track expenses, assist in budgeting, and support audits
• Ensure physical verification of company assets
• Maintain and analyze facilities data (e.g., Seat Utilization)
• 20+ years of relevant experience in Facilities and General Administration & Services, especially with an IT/ITES MNC

Good to Have

• Customer-Focused approach
• Well-organized with strong attention to detail
• Excellent verbal and written communication skills
• Effective negotiation skills
• Strong interpersonal, relationship-building, and networking skills
• Critical Thinker and Collaborative Team-Player
• Ability to handle tough/complex situations and emergencies
• Focused & Goal-Oriented, able to prioritize
• Analytical and research skills
• Teamwork skills and ability to lead/motivate
• Practical, flexible, and innovative approach
• Excellent time management and multitasking skills
• Process-Oriented

The position will be responsible multi-city facilities in India with key responsibility/ support areas that include (but not limited to) management of Facilities, Security & Safety; Transportation; Logistics & Mailroom; Visitor Management; Cleaning/Housekeeping, Pantry & Cafeteria Services; Workspace Management (Work desks & Meeting rooms); Planned & Preventive Maintenances; Material & Storage Management; Fitout related office compliances; Employee Health and Wellness; Internal Projects from time to time; Invoice Management / Expenses Tracker; General Administration

This position requires a high-energy, hands-on manager who has strong leadership and customer service skills. In addition, the selected candidate should have a strong background in building operations, engineering and maintenance functions. This is a dynamic position that requires a professional who can work across teams & stakeholders, and more importantly, excel in a fluid and high-performance environment.

The position will be directly responsible for day-to-day operations within multi-city facilities in India that operate 24/7 and 365 days a year. Due to the nature of the operations hours, our facilities often require attention after regular business hours. The selected candidate must feel comfortable working at all hours to properly conduct this position.

DETAILS OF KEY RESPONSIBILITY AREA’S

PROPERTY, FACILITIES & SPACE MANAGEMENT

• Point of local contact for property/facilities-related matters
• Overall facilities and support services
• Manage seating in collaboration with business leaders using OfficeSpace and parking services across facilities
• Manage the Cafeteria & Catering Services
• Facilities planning in line with strategic business objectives
• Managing integrated building maintenance activities for respective facilities
• Managing and leading change to ensure minimum disruption to core activities
• Organizing security and general administrative services, and ensuring the assigned protocol and processes are followed across facilities
• Allocating and managing space within facilities,
• Plan the best allocation and utilization of space and resources within existing office premises, and/or reorganize current premises
• Local project management and supervising, and coordinating the work of contractors when required
• Ensure the PPM activity of critical equipments UPS, HVAC, FAS, Access Control CCTV of all locations, including but not limited to maintenance and repair of machinery, equipment, and electrical and mechanical systems
• Ensure office movements are handled smoothly
• Ensure general upkeep & tidiness of all Facilities

TRANSPORT MANAGEMENT

• Building and following an SOP that complies with the local statutes and business requirements
• Manage ground transportation in multiple cities for shift employees,
• Manage Movein Sync application
• Ensure SOPs are followed as per requirements

EMPLOYEE HEALTH & WELLNESS, SAFETY

• Directing, coordinating, and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal, and recycling
• Ensuring the safety of staff in the office and official transportation during shifts
• Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences

COMPLIANCES

• Ensuring the building and facilities meet the government / local authority’s regulations & mandates
• Ensuring that building and facilities meet Employee health & safety standards, along with health and safety requirements/standards/legislation for transportation of employees on shifts

LOGISTICS/COURIER

• Plan and manage end-to-end logistics, storage, transportation, and services
• Liaise with vendors and internal teams for requirements and supporting paperwork
• Keep track of quality, quantity, stock levels, delivery times, transport costs, and efficiency
• Plan routes and process shipments with service partners
• Resolve any arising problems or complaints
• Meet cost, productivity, accuracy, and timeliness targets
• Comply with required laws and regulations for transportation

TEAM & VENDOR MANAGEMENT

• Coordinate and lead one or more teams to cover various areas of responsibility of assigned duties
• Manage the team on their use of the performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead improvements thereof
• Check that agreed work by staff or contractors has been completed satisfactorily, and follow up on any deficiencies
• Supervise multi-disciplinary teams of staff, including maintenance and custodial workers

INVOICES, CONTROL & DATA MANAGEMENT

• Ensure all vendor and service invoices are accurate, compliant, approved, and processed promptly for payment to avoid service disruption
• Keep track of all expenses related to facilities and assist in periodic budgeting and/or provisioning exercises
• Provide support on internal and external audit
• Ensure physical verification of all company assets as per the Fixed Asset tracker
• Ensuring energy efficiency and cost-effectiveness where possible
• Sourcing, estimating, and comparing costs for required goods or services to achieve maximum value for money
• Periodically maintain / data related to facilities i.e., Seat Utilization, and monitor any requirements
• Maintain key information/metrics and analyze data to assess performance and implement improvements
• Assist in putting together information for setting up policies and procedures for the function

DESIRED SKILLS AND RELEVANT EXPERIENCE

• 20+ years of relevant experience in Facilities and General Administration & Services, leading the management of multi-city facility operations, especially with an IT/ITES MNC.
• Customer-Focused: Able to build and maintain successful relationships with a variety of clients; Remains composed under pressure to appropriately address sensitive and urgent issues.
• Seasoned & mature professional who is well organized with strong attention to detail; having excellent verbal and written communication skills; plans work and delivers on schedule; and is an effective negotiator
• Customer-focused with strong interpersonal, relationship-building, and networking skills
• Critical Thinker, Collaborative Team-Player with the ability to handle tough/complex situations, including emergencies, and to overcome challenges
• Focused & Goal-Oriented, who can prioritize multiple, sometimes competing priorities; consistently takes initiative
• Analytical and research skills, and the ability to draw information from various sources.
• Teamwork skills and the ability to lead and motivate team members toward improvements
• A practical, flexible, and innovative approach to work with excellent time management and multitasking skills
• Process-Oriented: Follows established method and procedure; seeks out opportunities for efficiency and improvement
• Solid computer skills, including GSuite tools, Slack, and Workday
• Familiarity with building management systems (BMS) and work ticketing applications