Key Responsibilities

1. Technical Facilities Management

- Manage day-to-day technical facilities operations for the Pune office and coordinate technical facility requirements for Hyderabad.
- Ensure smooth functioning and preventive maintenance of:
- Electrical systems and DG/UPS systems
- HVAC and air-conditioning systems
- Fire detection and firefighting systems
- Access control and CCTV systems
- Plumbing and water supply systems
- Elevators/lifts
- Building management systems, where applicable
- Power backup and other critical infrastructure

- Develop and monitor preventive and corrective maintenance schedules.
- Coordinate with building management, landlords, AMC partners and specialist technical vendors.
- Ensure timely resolution of breakdowns and minimize workplace downtime.
- Monitor energy consumption and identify opportunities for energy efficiency and cost optimization.
- Maintain records of equipment, maintenance schedules, warranties, AMCs and service reports.

2. Soft Facilities Management

- Manage overall workplace services and employee-facing facilities.
- Oversee housekeeping, pantry/cafeteria services, office supplies, reception/front-office support, pest control, waste management and other facility services.
- Ensure high standards of cleanliness, hygiene, workplace presentation and employee experience.
- Manage seating, space utilization, meeting rooms and workplace infrastructure requirements.
- Coordinate office moves, seating changes, events and other workplace-related requirements.
- Establish and monitor service standards and SLAs for all facility service providers.
- Conduct regular facility inspections and take corrective actions where required.

3. Employee Transportation – Pune & Hyderabad

- Own and coordinate employee transportation operations for the Pune office, including day-to-day transport requirements for employees working in different shifts.
- Provide coordination and operational oversight for employee transportation for Hyderabad night-shift employees.
- Ensure safe, reliable and timely transportation for employees, particularly during night shifts.
- Coordinate with transportation vendors, transport desk/teams, security and internal stakeholders.
- Manage cab routes, rosters, vehicle allocation, trip schedules and shift requirements.
- Monitor transportation vendor performance against agreed SLAs and KPIs.
- Ensure compliance with applicable employee transportation, safety and security requirements.
- Monitor trip-related incidents, delays, complaints and escalations and ensure timely resolution.
- Review transportation costs and identify opportunities for route optimization and cost efficiency.
- Ensure appropriate escalation and contingency arrangements are available for late-night or emergency situations.
- Coordinate with relevant stakeholders to ensure that transportation arrangements remain aligned with employee shift patterns and business requirements.

4. Night-Shift Facilities Coordination

- Coordinate and oversee facilities requirements for night-shift operations in both Pune and Hyderabad .
- Ensure appropriate availability of security,



housekeeping, transportation, pantry and other essential facility services during night shifts.
- Establish transparent escalation mechanisms for facility or employee transportation issues occurring outside normal business hours.
- Coordinate remotely with Hyderabad teams/vendors and travel to Hyderabad when required for operational reviews, audits, projects or escalations.
- Ensure adequate support and contingency arrangements for critical night-shift requirements.

5. Vendor & Contract Management

- Manage facility and transportation vendors, contractors and service providers.
- Negotiate and manage service contracts, AMCs, SLAs and commercial terms in coordination with procurement and relevant stakeholders.
- Conduct periodic vendor performance reviews.
- Ensure vendor compliance with company policies, statutory requirements and agreed service standards.
- Validate service delivery, invoices and supporting documentation before processing.
- Drive continuous improvement and cost optimization across facility and transportation contracts.

6. Health, Safety, Security & Compliance

- Ensure compliance with applicable statutory, safety, fire, environmental and workplace requirements.
- Coordinate fire and emergency preparedness activities, drills and evacuation procedures.
- Maintain required facility-related licenses, certificates, inspection reports and statutory records.
- Work closely with the Security team to ensure effective access control, visitor management and workplace security.
- Identify workplace hazards and implement appropriate corrective and preventive measures.
- Ensure contractors and vendors follow required safety protocols.
- Support business continuity and emergency response plans for facility-related incidents.

7. Budget & Cost Management

- Prepare and manage the annual facilities and transportation budget.
- Monitor monthly expenditure against approved budgets.
- Identify cost-saving and process-improvement opportunities without compromising employee experience or safety.
- Track utility, maintenance, housekeeping, transportation and other facility-related costs.
- Support procurement activities, vendor negotiations and renewal of service contracts.

8. Stakeholder Management

- Act as the primary point of contact for workplace and facility-related matters for the Pune office.
- Coordinate with Hyderabad stakeholders for facilities and transportation requirements.
- Work closely with HR, Administration, IT, Security, Finance, Procurement, Business/Operations teams and building management.
- Understand business requirements and translate them into effective workplace and facility solutions.
- Manage employee concerns and escalations related to facilities and transportation.




- Provide regular MIS, dashboards and management reports on facilities, vendors, transportation, costs, incidents and service levels.

Key Performance Indicators (KPIs)

- Facility uptime and timely resolution of breakdowns
- Preventive maintenance compliance
- Employee satisfaction with workplace services
- Housekeeping and workplace hygiene standards
- Transportation on-time performance
- Transportation safety and incident management
- Vendor SLA compliance
- Facilities and transportation budget adherence
- Cost optimization and savings
- Statutory and safety compliance
- Closure of employee complaints/escalations within agreed timelines
- Effective support for night-shift operations in Pune and Hyderabad

Candidate Profile

Education:

- Bachelor's degree in Facilities Management, Engineering, Administration, Operations, Hospitality or a related discipline.
- Relevant professional certifications in facilities management, safety or engineering will be an advantage.

Experience:

- Typically 8–12 years of relevant experience in facilities/workplace management/employee transportation preferably in a corporate office, technology, BPO/ITES, shared services or similar environment.
- Strong experience in both technical and soft facilities management .
- Prior experience managing employee transportation and night-shift operations is highly desirable.
- Experience managing multi-location facilities will be an advantage.
- Experience in vendor management, budgeting, compliance and service-level management is essential.

Required Skills & Competencies

- Strong knowledge of technical and soft facilities management
- Good understanding of electrical, HVAC, fire & safety and building infrastructure
- Employee transportation and shift-management experience
- Strong vendor and contract management skills
- Excellent problem-solving and escalation-management capabilities
- Strong communication and stakeholder-management skills
- Ability to work independently and manage multiple priorities
- Strong commercial and cost-management orientation
- Good analytical and reporting skills
- Ability to manage emergencies and operational issues calmly and effectively
- Willingness to support/coordinate night-shift operations when required
- Willingness to travel between Pune and Hyderabad as business requirements dictate

Role Expectations

This is a hands-on facilities leadership role requiring the individual to take ownership of workplace operations rather than only coordinate administrative activities. The incumbent should be comfortable managing vendors and internal stakeholders, responding to operational escalations, supporting employees working in shifts, and ensuring that both Pune and Hyderabad operations receive the required facilities and transportation support.

The individual will be based in Pune , with primary ownership of Pune facilities and transportation, while providing coordination and oversight for Hyderabad requirements, particularly for night-shift employees and associated facilities/transportation operations .

📌 Manager Facilities (India)
🏢 Vertiv
📍 India