Facility Manager

About the Role

Ps Arham Apartment Owners’ Association is seeking a Facility Manager to oversee the comprehensive and efficient management of all shared facilities in a residential complex located in New Town, Kolkata. Key facilities under management include security, housekeeping, gardening, swimming pool, clubhouse, lifts, DG sets, CCTV, electrical systems, water supply, and additional amenities. The role involves direct coordination with staff, service providers, and residents to ensure smooth daily operations, maintenance, complaint resolution, and budgetary tracking.

Key Responsibilities

• Supervise and maintain essential facilities such as security, housekeeping, gardening, swimming pool, clubhouse, gym, lifts, DG sets, CCTV, firefighting equipment, water pumps, underground and overhead tanks, electrical distribution, drainage, and washrooms.
• Conduct daily premises inspections to detect defects, safety hazards, or maintenance needs; log findings and report urgent concerns to the Executive Committee (EC).
• Manage preventive maintenance activities ensuring prompt repairs to reduce downtime.
• Oversee electricity, diesel, and water consumption, maintaining related records.
• Lead, monitor, and mentor security, housekeeping, gardening, and pool staff, managing attendance, work performance, and discipline.
• Ensure efficient shift handovers and adherence to security protocols, including proper visitor management and CCTV systems upkeep.
• Coordinate emergency preparedness through drills, mock tests, and safety training for staff and residents.
• Handle communication channels for resident complaints via MyGate, WhatsApp, email, promptly addressing issues or escalating when necessary.
• Maintain courteous and professional communication with residents, owners, tenants, and vendors, safeguarding confidentiality.
• Manage CAM billing coordination with MyGate and maintain comprehensive financial records including vendor invoices, payments, petty cash, operational expenses, and budget reports.
• Maintain and track vendor relations, service agreements, AMC contracts, warranties, and ensure timely renewals and quality service delivery.
• Monitor water supply systems, drainage cleanliness, and overall hygiene in common areas and amenities.
• Maintain asset inventories, stock registers, secure custody of keys and equipment, and manage disposal or replacement approvals for damaged or obsolete items.
• Organize physical and digital documents, manage correspondence, update owner KYC records biannually, and interface with external agencies and service providers.
• Prepare daily operation reports covering staff deployment, complaints, breakdowns, maintenance activities, resource usage, and vendor progress; submit monthly reports for management review.

Work Conditions and Schedule

The Facility Manager will work onsite at the PS Arham Residential Complex, New Town, Kolkata. Scheduled working hours are from 8:00 AM to 5:00 PM with a one-hour recess between 2:00 PM and 3:00 PM. Wednesdays are weekly off days.

Additional Information

Reporting lines are to the Association President and Secretary. All financial transactions, purchases and payments must adhere to the Association's established authorization process. The facility manager will be responsible for bank transactions as required by authorized approvals.