Facility Manager

PS ARHAM APARTMENT OWNERS’ ASSOCIATION

Biswa Bangla Sarani, New Town, Jatragachi, Kolkata – 700161

JOB DESCRIPTION – FACILITY MANAGER

1. Position Details

• Designation: Facility Manager
• Organization: PS Arham Apartment Owners’ Association
• Reporting to: President and Secretary
• Working Hours: 8:00 AM to 5:00 PM
• Weekly Off: Wednesday
• Recess: 2:00 PM to 3:00 PM
• Work Location: PS Arham Residential Complex, New Town, Kolkata

2. Job Purpose

To ensure the smooth, safe, efficient, and cost-effective operation of all common facilities and services of the residential complex, including security, housekeeping, gardening, swimming pool, clubhouse, lifts, DG sets, CCTV, electrical systems, water supply, and other common amenities.

The Facility Manager shall coordinate daily operations, supervise staff and service providers, address residents’ complaints, maintain records, monitor expenditure, and ensure timely reporting to the Executive Committee (EC).

3. Key Responsibilities

A. Facility Operations and Maintenance

1. Supervise the functioning and maintenance of all common facilities, including:

• Security and housekeeping services.
• Gardening and swimming pool.
• Clubhouse, gymnasium and games room.
• Lifts, DG sets, CCTV and firefighting systems.
• Water pumps, underground reservoirs (UGT) and overhead tanks (OHT).
• Common-area lighting, electrical distribution, drainage and washrooms.

1. Conduct daily inspections of the premises and identify defects, breakdowns, safety hazards, and maintenance requirements.
2. Record all observations in the appropriate registers and promptly report critical issues to the EC.
3. Coordinate preventive maintenance and ensure timely repairs to minimize service interruptions.
4. Monitor electricity and diesel consumption, water availability, and other common utility usage.

B. Staff Supervision and Administration

1. Supervise security guards, housekeeping personnel, gardeners, pool staff and other deployed personnel.
2. Monitor attendance, punctuality, shift handovers, duty rosters and work performance.
3. Ensure proper standards of cleanliness, discipline, safety and service delivery.
4. Conduct regular briefings and motivate staff to improve efficiency and accountability.
5. Report staff shortages, misconduct, absenteeism and recurring performance issues to the President and Secretary.
6. Maintain attendance and duty records of the Facility Manager and other staff.

C. Security and Safety

1. Ensure proper security shift handovers and maintenance of security registers.
2. Verify the operational health of CCTV cameras and recording systems.
3. Ensure that security staff follow approved procedures for visitor management and incident reporting.
4. Maintain updated emergency contact numbers for doctors, electricians, plumbers and other essential services.
5. Maintain standard operating procedures (SOPs) for lifts, DG sets, firefighting equipment, pump houses and electrical distribution systems.
6. Coordinate periodic emergency drills, mock tests and safety training for staff and residents, with proper records.
7. Report accidents, security breaches, equipment failures and other emergencies immediately to the EC.

D. Residents’ Complaints and Communication

1. Monitor resident complaints and service requests received through MyGate, WhatsApp groups, email or other approved channels.
2. Record, assign, follow up and close complaints within reasonable timelines.
3. Escalate unresolved, recurring or critical complaints to the EC.
4. Post daily updates on important maintenance activities, pending issues and completed work in the designated WhatsApp group.
5. Maintain professional and courteous communication with residents, owners, tenants and service providers.
6. Ensure that confidential information and residents’ personal data are handled appropriately.

E. Financial and Commercial Records

1. Coordinate with MyGate for generation and circulation of Common Area Maintenance (CAM) bills on the first day of each month.
2. Maintain updated records of CAM bills raised, payments received and outstanding dues, and report discrepancies to the EC.
3. Obtain vendor invoices by the fifth day of the following month and submit them for verification and approval.
4. Maintain records of vendor payments, petty cash, daily expenditure, vouchers and supporting bills.
5. Maintain registers for diesel, chemicals, housekeeping materials, purchases, electricity bills and other operational expenses.
6. Ensure proper documentation and settlement of petty cash within the prescribed timeline.
7. Assist the EC with budgeting, cost control, expenditure tracking and monthly financial reporting.
8. Make bank visits for authorized transactions as and when required.

All purchases, payments and financial transactions shall be subject to the Association’s approved procedures and authorization limits.

F. Vendor and AMC Management

1. Maintain an updated list of vendors, service providers, emergency contacts and service agreements.
2. Track AMC, warranty, licence and defect liability period (DLP) expiry dates for lifts, firefighting equipment, DG sets, batteries, air conditioners and other installations.
3. Initiate timely follow-up for inspections, renewals, repairs and preventive maintenance.
4. Monitor vendor attendance, service quality, completion of work and compliance with agreed scope.
5. Coordinate with vendors for quotations, work orders, bills and completion reports, as directed by the EC.
6. Report recurring equipment failures and poor vendor performance for corrective action.

G. Water Supply, Drainage and Housekeeping

1. Ensure proper operation of pumps and timely filling of overhead tanks.
2. Monitor water availability and maintain records of pump operation and related issues.
3. Arrange periodic cleaning of UGTs and OHTs and maintain cleaning records.
4. Coordinate periodic cleaning of drainage lines and report blockages or overflows.
5. Follow up with NKDA or the relevant authority for cleaning of external drains and resolution of civic issues.
6. Inspect common areas, staircases, corridors, parking areas, washrooms and service rooms to ensure cleanliness and hygiene.

H. Asset and Inventory Management

1. Maintain an updated inventory of Association-owned assets, including gym equipment, games-room items, puja utensils, refrigerators, tools, keys and stationery.
2. Maintain stock registers for housekeeping materials, chemicals, consumables and other supplies.
3. Monitor consumption and prevent misuse, wastage, loss or unauthorized removal of common assets.
4. Ensure safe custody of keys, documents and equipment.
5. Report damaged, missing or obsolete assets to the EC and obtain approval before disposal or replacement.

I. Documentation and Statutory Coordination

1. Maintain organized physical and electronic records of Association documents, bills, contracts, correspondence, approvals and maintenance records.
2. Use Gmail, Microsoft Office and other approved software for routine administrative work.
3. Circulate notices, communications and resolutions to owners through the official email account, as directed by the EC.
4. Coordinate periodic updating of owner KYC records, targeted every six months, subject to the Association’s approved process.
5. Assist the EC in correspondence and follow-up with banks, NKDA, WBSEDCL, local authorities, auditors, chartered accountants, PS Group and other service providers.
6. Maintain tenant documentation and ensure records are securely stored and accessible only to authorized persons.

J. Reporting and Review

1. Submit a daily operations report covering:

• Staff attendance and deployment.
• Complaints received, resolved and pending.
• Equipment breakdowns and safety issues.
• Maintenance activities completed and planned.
• Water, electricity, diesel and material-related issues.
• Vendor visits and work progress.
• Critical issues requiring EC intervention.

1. Maintain a pending-work register with responsibility, target date, priority and current status.
2. Prepare a monthly facility report for review at the BOM/EC meeting.
3. Inform the President and Secretary immediately about emergencies, major breakdowns, significant expenditure requirements and serious complaints.
4. Maintain transparent, accurate and up-to-date records for review and audit.

4. Authority and Limitations

1. The Facility Manager shall work under the direction of the President and Secretary and follow decisions approved by the competent Association authority.
2. Routine operational follow-up and staff supervision may be undertaken within the approved scope of duties.
3. No unapproved expenditure, vendor commitment, contractual change or major repair shall be undertaken without the required authorization.
4. The Facility Manager shall not independently alter security arrangements, staff employment terms or Association policies.
5. Any matter beyond the delegated authority shall be escalated promptly to the President and Secretary.

5. Performance Evaluation

Performance shall be assessed periodically based on the following parameters:

• Effective functioning of common facilities and utilities.
• Timely resolution and closure of residents’ complaints.
• Cleanliness, safety and overall upkeep of the premises.
• Staff attendance, discipline and service quality.
• Timely preventive maintenance and AMC renewals.
• Accuracy and completeness of registers and financial records.
• Timely submission of daily and monthly reports.
• Control of operational costs and prevention of wastage.
• Responsiveness, punctuality, communication and accountability.

6. Professional Conduct

The Facility Manager shall:

• Maintain punctuality, personal hygiene and a neat appearance.
• Behave courteously and professionally with residents, owners, visitors, staff and vendors.
• Maintain confidentiality of Association records, financial information and residents’ personal data.
• Follow applicable health, safety and security procedures.
• Protect Association property and act in the best interests of the residential community.

7. Working Conditions

The normal working schedule shall be 8:00 AM to 5:00 PM, with a one-hour recess from 2:00 PM to 3:00 PM and Wednesday as the weekly day off. Any change in the schedule shall require approval from the President or Secretary.

The Facility Manager shall remain contactable for genuine emergencies on the weekly day off, subject to the Association’s applicable compensatory-off arrangements. Any work on a holiday and the corresponding compensatory leave shall be recorded and approved.