Manager-Facilities and Sustainability

Virtusa•York, NY

7d•Onsite

About The Position

The Lead would report directly to the Head of Facilities & Sustainability for Americas, EME & APAC (ROW). The Role entails the supervision and management of facilities activities in all Americas Offices and management of data collection from acquired entity offices based on operating model. In fulfilling this role, the Americas Facilities Lead will have a team of direct reports as location SPOC’s and a liaise with office managers in acquired entities. The role will be supported in Procurement matters by a ROW Procurement Agent and in Project Management by the ROW Facilities PMO. They would support the Management information Team, the Sustainability Team and the Compliance Team with the collection of necessary information to maintain necessary records and reports. Would need to have the flexibility to travel within the Americas (North & South America) when required on a periodic basis or as required by the Head of ROW Facilities Team. The Role is an “in office” role.

Requirements

Supervision and management of facilities activities in all Americas Offices
Management of data collection from acquired entity offices based on operating model
Team of direct reports as location SPOC’s
Liaise with office managers in acquired entities
Supported in Procurement matters by a ROW Procurement Agent
Supported in Project Management by the ROW Facilities PMO
Support the Management information Team, the Sustainability Team and the Compliance Team with the collection of necessary information
Flexibility to travel within the Americas (North & South America) when required on a periodic basis or as required by the Head of ROW Facilities Team
In office role
Office Management
Ensure that all locations are clean and safe for employee use
Ensure that all locations are stocked as required
Ensure that preventive and reactive maintenance schedules are maintained and monitored
Ensure that compliance requirements are met and calendars maintained
Meeting / Event Management
Liaise with CEO’s EA on CEO’s requirements
Ensure that all location SPOC’s are aware of the standards required for meeting rooms and adhere to same
Ensure that all locations SPOC’s contribute towards Office based events
Lease Management
Study all regional leases and be aware of terms
Ensure that all Lease copies are available and have been uploaded to a shared file
Maintain lease calendar for renewal / termination discussions
Maintain relationship with all Landlords / Building Management Teams
Project Management
Assist ROW Head and PMO with Project Schedule Management of any builds in the Region
Liaise with vendors on a day-to-day basis and collect information
Conduct weekly project meetings with all vendors
Budget Management / Procurement
Liaise with ROW Budget Management / Procurement SPOC to plan regional spend
Liaise with Location SPOC’s and monitor day to day procurement needs by location
Approve spends at PR and Invoice Level as PM for regional location cost codes against planned budget
Prepare regional monthly spend reports
Identify efficiencies and discuss with ROW Budget Management / Procurement SPOC for cost saving
Assist Location SPOCs with Vendor Management where necessary
Assist Location SPOC’s to maintain and report on Asset Management
Service Excellence / Internal Public Relations
Monitor and ensure that all location SPOCs maintain the required level of customer service
Monitor and ensure that all Service Tickets are addressed and closed within SLA’s
Carryout planned check in’s with internal customers and leaders
Management Information Reporting & Facilities Compliance
Ensure collection of data on electricity and water consumption in locations and updating of portal monthly
Ensure locations SPOCs upload data on seat utilization monthly
Overall Management of Information gathering for the region as required by MIS team
Monitor the maintenance of compliance standards
Ensure locations SPOCs upload / share data on compliance status
Assist in conduct of required meetings and internal reviews
Act as Regional Facilities SPOC in terms of Audit readiness and face to face interaction with auditors
Security & Safety
Monitor and Manage location SPOC’s administration of ID cards, access levels and related reporting
Monitor and Manage location Access Control and CCTV systems
Ensure that location SPOCs maintain the required signage on CCTV coverage, prohibited items, security standards etc.
Ensure that location SPOC’s work on periodic fire system tests
Ensure that location SPOC’s work on periodic fire drills
ESG
Work towards minimizing energy usage in regional locations under purview
Work towards stopping the use of plastic in the office environment
Identify areas where ESG impact can be reduced by creating efficiencies in Facilities Services
Assist Sustainability team with location specific data gathering

Responsibilities

Office Management in consultation with the location SPOCs or other shared service SPOC’s in location in the absence of a dedicated Facilities team member.
Ensure that all locations are clean and safe for employee use.
Ensure that all locations are stocked as required.
Ensure that preventive and reactive maintenance schedules are maintained and monitored.
Ensure that compliance requirements are met and calendars maintained in consultation with ROW compliance team
Meeting / Event Management Liaise with CEO’s EA on CEO’s requirements as he travels through locations
Ensure that all location SPOC’s are aware of the standards required for meeting rooms and adhere to same in the event of a meeting
Ensure that all locations SPOC’s contribute towards Office based events by assisting HR, Delivery, Marketing as required
Lease Management Study all regional leases and be aware of terms.
Ensure that all Lease copies are available and have been uploaded to a shared file.
Maintain lease calendar for renewal / termination discussions.
Maintain relationship with all Landlords / Building Management Teams.
Project Management Assist ROW Head and PMO with Project Schedule Management of any builds in the Region.
Liaise with vendors on a day-to-day basis and collect information as required by ROW Head / PMO.
Conduct weekly project meetings with all vendors.
Budget Management / Procurement Liaise with ROW Budget Management / Procurement SPOC to plan regional spend.
Liaise with Location SPOC’s and monitor day to day procurement needs by location.
Approve spends at PR and Invoice Level as PM for regional location cost codes against planned budget.
Prepare regional monthly spend reports based on templates shared by ROW Budget Management / Procurement SPOC.
Identify efficiencies and discuss with ROW Budget Management / Procurement SPOC for cost saving.
Assist Location SPOCs with Vendor Management where necessary.
Assist Location SPOC’s to maintain and report on Asset Management.
Service Excellence / Internal Public Relations Monitor and ensure that all location SPOCs maintain the required level of customer service required by internal OGSM standards.
Monitor and ensure that all Service Tickets are addressed and closed within SLA’s.
Carryout planned check in’s with internal customers and leaders to pickup on pain points before they become escalations
Management Information Reporting & Facilities Compliance Ensure collection of data on electricity and water consumption in locations and updating of portal monthly.
Ensure locations SPOCs upload data on seat utilization monthly.
Overall Management of Information gathering for the region as required by MIS team from time to time.
Monitor the maintenance of compliance standards as defined by ROW Compliance Team.
Ensure locations SPOCs upload / share data on compliance status in conjunction with ROW Compliance Team.
Assist in conduct of required meetings and internal reviews.
Act as Regional Facilities SPOC in terms of Audit readiness and face to face interaction with auditors.
Security & Safety Monitor and Manage location SPOC’s administration of ID cards, access levels and related reporting.
Monitor and Manage location Access Control and CCTV systems in liaison with regional location SPOCs and escalate issues to ROW ACCT SPOC.
Ensure that location SPOCs maintain the required signage on CCTV coverage, prohibited items, security standards etc.
Ensure that location SPOC’s work on periodic fire system tests in conjunction with building management.
Ensure that location SPOC’s work on periodic fire drills in conjunction with building management.
ESG Work towards minimizing energy usage in regional locations under purview.
Work towards stopping the use of plastic in the office environment.
Identify areas where ESG impact can be reduced by creating efficiencies in Facilities Services.
Assist Sustainability team with location specific data gathering.