Community Facilities Manager
Cinqo Group
Total years of experience :18 years, 5 Months
General Administration -
Maintaining the operation in a positive, effective forward path.
Providing a high level of customer service - timely answering of phone calls, responding to emails and other correspondence.
Answering questions and going the extra step to assist the client.
Documenting and maintaining records
Reviewing policy and making recommendations for policy generation and implementation procedures such as -
• Areas of common area rules
• Deed restriction enforcement
• Collection of assessments
• Amenity operations
Maintenance of Common Areas -
Ensuring contracts for services are appropriate, competitive and perform according to specifications
Completing special projects on time and within budget
Ensuring services get performed within budget.
Educating the Board ahead of time of forecasted budget overruns and given options on other ways to deal with expense variances
Implementing effective preventative maintenance schedule
Documenting and revising schedules when appropriate
Knowing who does what, when, where and why and have a schedule and associated costs.
Tracking compliance of contractual obligations
Overseeing expense forecasting and future budgeting
Assisting when coordinating multiple contractors to work in the same area or project
Planning, communicating, implementing, evaluating, and adjusting accordingly
Financial Management
Understanding the association’s financial position
Reading and reporting on the financial statement
Monitoring the budget and forecasting the income and expenses monthly looking forward
Explaining the positive and negative variances of actual vs. budget as well as recommending how to deal with cost overrun
Managing affect accounts payable to ensure invoices are paid correctly and only when services are verified, etc.
Implementing and managing a professionally aggressive assessment collection policy that adheres to the association’s documents yet provides results
Exhibiting sound budgeting finesse from a historical and forward-thinking perspective
Conveying adaptability, flexibility and accountability
Assist the Board on Policy Matters
Evaluating current policies to see if they:
• Comply with governing documents and state law
• Are effective or need to be updated or extinguished
• Even exist or not
Internal communications -
Coordinating communications amongst Board members particularly when conducted via email; summarize results and ask Board to ratify at future meeting so it is read into minutes.
Compiling to-do and action items lists for Board, Manager, and Support Staff; with updates so all can track progress throughout the month.
Contribute to the creation and implementation of best practice maintenance vision, strategy, policies, processes and procedures to aid and improve operational performance.
Contribute to new business initiatives and projects and review and communicate the impact on Maintenance activities.
Input and hold responsibility for maintenance budgets.
Prepare the annual Maintenance budget and forecasts and all Capital Expenditure proposals as well as ensuring compliance with legal standards. Manage the budget from identification to completion of projects.
Work as part of the Management team to share ideas and improve operation, recommending, supporting and implementing continuous improvement activities and process and procedure improvements to optimize results and improve quality of delivery, in line with quality standards requirements delivery in line with Company and Customer requirements.
Liaise and communicate with other departments, customers, suppliers and other service providers.
Ensure an effective interface with other departmental staff is maintained.
Effectively delegate any maintenance issues to be resolved on each shift and small projects to the right skills in the team, planning and managing effective works.
Adhere to daily and weekly checks to ensure smooth operation of site.
In-charge of complete soft and hard services for the 25 offices, 1 Bus Depot (25000 sq ft), 155 Buses, and 2 staff accommodation (More than 550 staff lived)
Supporting the Director of Project for preparing all tenders.
In-charge of complete facility management operations.
Scope of Operation - M E P service, Building Management Equipment (CCTV, Access Controls), Parking Management, Waste Management, Cleaning and Security.
Completion of all the daily complaints related to Soft Services.
Ascertaining all safety procedures throughout the service delivery.
Guiding the management of contract resources to achieve S L A’s to K P I’s at optimum cost.
Managing service contracts including inspections and quality management of service delivery.
Carrying on regular vendor performances audit to ensure the exposure to risk is minimized.
Ensure all the common areas are maintained at the highest standards.
Assuring smooth functioning of B M S, internal fire & safety and access control systems.
Submission of all the reports from time to time.
Directly responsible for the 03 operation centres in Mumbai.
In-charge of complete in-house Soft Services Operations (Housekeeping & Security) in 25 buildings.
Preparation & Execution of all the PPM schedule & services related to Soft Services.
Ensuring achievement of the Key Performance Indicators and Service Level Agreements Targets.
Handling the benchmarking of all the service portfolios.
Ascertaining all safety procedures including crisis management / business continuity and emergency procedures are maintained at all times.
Customer relationship enhancement & development for Soft Services operating procedures.
Managing service contracts including inspections and quality management of service delivery
Assuring smooth functioning of BMS, internal fire & safety and access control systems.
Ensure the pest control, water tank & facade cleaning service providers are performing the service at the desired standard.
Directing the management of resources to ensure no disruption to client business.
Guiding the management of contract resources to achieve SLA’s to KPI’s at optimum cost for the client.
Submission of all the reports from time to time.
Meet and greet with customer.
Apartment hand over with proper checking & verification of documents.
Entire document control and updating data
Issue of required forms to the residents for various govt. depts. and providing guidance as and when required.
Correspondence with various contractors/customers/residents.
Issue of notices, letters to the residents.
Frequently talking to customer to measure and improve their satisfaction.
Follow up for repairing & maintenance with different contractors.
Maintenance of muster and records for operational staff in the site.
Constantly training team members to handle their sub-ordinates respective projects by introducing them to various company policies, procedures, ethics, and norms, and continuously monitoring their progress.
Finalizing IOM’s, “Inter Office Memo”, with involvement of Board of Directors, highlighting special customers’ concerns & requests which require management approvals by explaining the issue and giving my recommendation and reasoning in compliance with company’s policies, rules and procedures.
Inspecting “Building Quality Control” with assistance of Consultants and providing detailed report to Board of Directors. Ensuring that right material if fitted as per the requirements of the Developer.
Inviting tenders from several “Facilities Management” companies, and finalizing and efficient team prior to hand-over, for maintenance of smooth operations in respective buildings at all times.
Receive booking confirmation from the developer.
Apartment hand over with proper checking & verification of documents.
Coordinate with Technical/House Keeping / Security Depts. to deliver required service to the residents.
Timely collection and distribution of documents from the developer to residents.
Entire document control and updating data.
Issue of required forms to the residents for various govt. depts. and providing guidance as and when required.
Distribution of apartment keys and maintaining proper record of entire operational and office keys.
Correspondence with various contractors /developer/customers/residents.
Issue of notices, letters to the residents.
Correspondence with Contractors/customers /residents.
Managing customer complaints.
Frequently talking to customer to measure and improve their satisfaction.
Meeting with staff in all area without supervision and follow up
Follow up for repairing & maintenance with different contractors.
Maintenance of muster and records for operational staff in the site.
Maintain staff duty roster and leave records.
Performing all crew stations including maintenance.
Coordinating with the service providers of equipment (warrantee and non-Warrantee items).
Coordinating with the agency of Pest Control Service to ensure the service is getting proper.
Prepare the maintenance requisition and maintain follow up file to ensure that areas do not Detroit from standard.
Leading efforts for streaming processes and generating cost saving in operations.
Coach and support new employees.