Job Description

A Position Overview Position Title State Facilities Executive Department Real Estate & Infrastructure Level / Band AM/Senior Exec Brief Role Summary: The position needs to handle the entire RE&I activities mentioned in the KRA for the branches in the area allotted to him/her. The position needs to work in close liaison with all the stakeholders at branch, zone and HO. The position needs to coordinate with the concerned agencies on hygiene, safety and AMC aspects. B Organizational Relationships Reports To Manager, Senior Manager RE & I Supervises Zone Head RE & I C Job Dimensions Geographic Area Covered Region Specific as per attached list (position required at Kolkata, Ranchi, Vijayawada, Coimbatore, Jaipur, Dehradun, Rajkot, Vidharbha (Nagpur). Stakeholders Internal All department staff and outsourced staff External HK, Sr HK and admin vendor, AMC vendors.Project vendors, R& M vendors, government agencies etc D Key Result Areas BAU Management/Ensuring high standards of hygiene at branches . Ensuring high standards of hygiene at branches, taking feedbacks from the BM/ BOI & calling Admins/ HKs, take immediate corrective action on highlighted BAU issues. Ensuring adequate HK material is available at all our branches, ensuring no seepage/smell is there in the branches, ensuring basic infra is in place i.e. drinking water, cleaning of washrooms & work area all the time. Maintenance of Branches . Ensuring that critical equipment\'s i.e. ACs, DG sets, UPS & Fire-fighting equipment\'s are serviceable and well maintained always. Ensuring their AMC contracts are in place and their PPMs are being done by the vendors on time. Identifying maintenance issues at the branches i.e. painting, carpentry, chairs, Modular, electrical, plumbing, false ceiling etc. and taking corrective action following the set process of the Company. Inviting quotations from the service partners, raising PRs, follow up for PO to execute the work. Ensure renovation & restacking of the branches happens on time as & when it is due. Vendor Management . Ensuring agreed SLAs of the vendors are adhered to, ensuring regular meetings with the vendors to understand the gap and to improvise the services. To carry out regular vendor/s evaluation & sharing feedback with them. Processing of all invoices i.e. regular invoices i.e. PO based, Non PO based. Ensure all service agreements are in place always. Providing support to the vendors so that they are able serve as desired. Proactive Facilities Management . Conducting periodic electrical audits for old branches, cleaning of panels, closure of observations identified in the electrical audits. A, B & C checks of gensets have to be ensured. EMI Projects . Ensuring optimum utilization of budget, introducing EMI plans for cost reduction i.e. energy conservation, installation of power factor corrector panel, surge protection unit, installation of Servo, Phase corrector units, AC & GSB timer controller etc. Budgeting & Planning . Preparing budget for OPEX spends For HK, Admin & Electricity, DG, AMC cost etc. in advance for upcoming financial year. Property Shortlisting & Finalization Sourcing and identification of property as per TALIC-s requirement, engagement with property consultants & Landlords, conducting site inspections, engaging with owner for rental negotiations, preparation of property comparison formats, EJD/ Business case, issuing Letter of intent and defining owners\' scope of work & empanelment of brokers, preparing safety checklist, Technical & commercial terms, initiating Due Diligence, initiating IT link Feasibility for the finalized property. Lease Rent Management Engaging with the owners and legal team for lease agreement draft finalization, lease execution and lease registration, keeping tab on lease renewal, lease rental revision, expiry of the lease agreement, change in ownership, initiating releasing of security deposit, processing owners rent, rental GST invoices, preparing RE MIS & activities on LRMS i.e. adding new property details, adding commercial details, adding owners details on LRMS, obtaining NOC from the owners with respect to payment, resolving payment related queries of the owners & monthly reconciliation of owners payment. Rental Negotiations/ Correction Engaging with the owners for rental negotiations at the time of lease renewal & lease rental revision, negotiation with the owners for high rental properties, dealing with extraordinary circumstances e.g. COVID & Natural calamities (taking appropriate discount from the owners). Budgeting & Planning Preparing budget in advance for the rental payouts for coming year, for all existing, upcoming offices, relocation of branches, local taxes, revision on CAM charges, changes on the rental due to the resizing of offices. F&F settlement while vacating the property Engaging with owners and finance team for settlement of Security deposit and other dues with the owners at the time of termination of the lease, preparing handover letter & SD settlement IOM & getting it approved from the concerned department in order to settle the advance in books of accounts. Layout & BOQ preparation Site survey & Measurements, Layout preparation in AutoCAD, Alteration in layout basis feedback from the business, Getting the layout approved from the Business, BOQ preparation & taking the approval on standard BOQ (Modular, Chairs, Fitout, Branding & UPS) for new office, restacking and renovation projects. Tendering & Negotiations Sharing approved BOQ with commercial team for tendering, following up for the quotations with Fitout vendors, engaging with the vendors on technical & commercial terms of the project, raising PR in P2P for (1 PR per site), following up with the commercial team for final approval & obtaining PO to kick start the work. Vendor Mobilization Sharing Purchase orders with the vendors, inviting soft drawings (Electrical, HVAC, Smoke detectors, Lightings, ceiling conduits, painting from the vendor & Modular), inviting PI for advance payment, initiating advance payment on P2P, follow up with F&A team for release of advance payment, following up with the vendor for material and manpower mobilization at the site to kickstart the job. Ensuring running payment is done as per PO released to the vendor, amount of advance needs to be checked while releasing payment to the vendors. Project Site Visits Marking of the site for partitions & civil work, kick starting of civil work, co-ordination between owner & fitout vendors to execute owners scope of work timely, Ensuring temporary power is available for fitout work, ensuring manpower and material is available at site to kick start fitout work in coordination with the fitout vendor, ensuring approved material is being used by the fitout vendor, ensuring fitout work is being done as per approved layout, ensuring safety is adhered by the contractors manpower deployed at project site. Taking immediate corrective action if something is deviating the layout basis practical challenges at the site. Ensuring regular visits during the project. Co-ordination with IT for their scope of work. Project handover Checking work completion as per the BOQ given to fit out vendors, compiling project snags and following it up for closure, handing over the site to business as per the handover checklist. Measurement & final billing & closure of snags Checking BOQ vs actual work done by the fitout vendor for final payment settlement, ensuring retention money is held of the vendor. Safety & Security Reports Sharing monthly reports for Security loss event, theft case, fatalities & FEDs reports with stake holders Fire Evacuation Drills Conducting FED-s at all the branches of TATA AIA twice in a year, sharing FED calendars with the stakeholders, following up with vendor for timely completion of FED-s. Compliance Management System Closing of compliance task on regular basis for all the offices. Ensuring all S&E Licenses are valid and applied timely for renewal. Safety Trainings Conducting Woman safety training & Road safety training across the large, populated branches, coordinating with Local police/ Fire office for conducting the training, CPR & Defibrillators trainings are being given at branches. Risk & Disaster Management Helping employees in epidemic diseases for Hospitalization, getting oxygen defibrillator, Oxygen Cylinders etc., Post earthquake checking office infrastructure and structure of the building, checking infrastructure of the office after damage done by seepage in rainy season and taking proactive corrective action to close it. Maintenance of Security Registers & Gate passes Ensuring every branch has all the security registers and gate passes & it is being maintained regularly. RMS System Ensuring RMS system of the branches are always up and functioning to avoid any mishappening. E Skills Required Technical Behavioral (Refer Appendix for details) Essential Desired Interpersonal skills . Communication skills . Creative thinking skills . Supervising/Leadership skills . Teamwork Skills . Influencing skills . Relationship Building skills . Decision making skills . F Incumbent Characteristics Essential Desired Qualification Graduate Science, commerce or Engineering degree Experience 3-5 years in similar roles 5-8 yrs plus in similar roles

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