Staff Village Manager

The Staff Village (Heartist® Village) Manager is accountable for overseeing and managing the daily operations and activities in the staff accommodation. This role includes ensuring proper maintenance of accommodation, addressing resident concerns, coordinating housing assignments, and upholding a health & safety hygiene, comfortable, and compliant living environment for all Heartist®. Additionally, the position will manage the logistics of accommodation allocation, oversee transportation, monitor on-site staff dining room, manage operational budgets, and collaborate with various departments to fulfill the accommodation needs of the organization.He / She will be responsible for the comprehensive management of Heartist® housing facilities. The role encompasses responsibilities including but not limited to operational management, maintenance, staff welfare, budgeting, and legal compliance. Primary Responsibilities  Accomodation & FacilitiesEnsure that the Heartist is at the center of every single strategic initiative, project or process;Oversee the allocation of staff accommodation based on company policies, employee entitlements, and employee needsEnsure all employee accommodation facilities are properly maintained, safe, clean, and fully operationalMaintain up-to-date records of accommodation occupancy and availabilityConduct periodic/monthly inventory of company assets, OS&E, Linen, etc as per scheduleIn coordination with the Security Team, perform periodic checks across the accommodation including rooms, apartments, recreational facilities, prayer room, and public areas to ensure compliance with local legislation, health & safety regulations, safety measures, and other accommodation-related policiesImplement housing rules and regulations in accordance to local legislation and hotel policies and ensure that they are adhered to at all timesConduct daily operation meetings with the housing team to discuss and address operational issues as and when neededResolve employee concerns related to staff accommodation in a timely and efficient mannerEnsure welcome kit are arrange for all new joiners i.e welcome card, welcome drinks and fruits, printed accommodation rules and regulations, required toiletries etc.Ensure the Room for new joiners are always up to the standard.Maintain a detailed record of all reported maintenance issues and update with actions taken for resolutionEnsure inventory check for all leavers prior leaving the accommodation.Follow-up any pending maintenance issues from any concerned departments including external contractors, engineering team, etc.Provide safety and security across by ensuring sufficient security coverage across the staff accommodationMeet and greet all new joiners and explain in person the rules of the accommodation (Does and Don’t).Provide 24/7 support to all employees in the accommodation as and when needed including emergency situations involving medical emergencies and any other activities involving law enforcement authorities, etc.Assist the Local Authority in regards for any assistance.Attend weekly in person T&C meeting in the Hotel to update the team accordingly.Facilitate effective and efficient move-in and move-out processes for all employees in the staff accommodation, ensuring smooth transitionsManage the daily tasks of the Housing team and ensure all checklist are being completed according.Conduct a quarterly announced cleanliness visit in all the Staff Village and ApartmentsPrepare a yearly maintenance calendar in collaboration with the Accommodation provide and ensure the routine/periodic projects are tracked and recorded accordingly.Ensure there is a proper Key Management for all the Heartist® Village room and proper record is kept in the database.Put in place a planner for inspecting and refreshing the Vacant Heartist® Village room on a regular basis so that they are free from any bad smell. Ensure the attendance of the team is being monitored and optimized based on the operation requirement. Manage the roster of the team and ensure that there is proper coverage based on the demand of the operation. Ensure the LSOPs are enforce and prepare additional LSOPs as and when requiredPrepare and send a Monthly report summary to the Director of T&C / T&C Manager.Ensure Staff information or thirds parties tender receipts are kept confidential during or after employment with the companyAlways maintain a professional and collaborative way when dealing with all the vendors. Employee WelfareIn coordination with the Talent & Culture Department, organize and lead all the employee welfare activities in the staff accommodation as and when requiredBe present and actively participate in all the welfare activitiesEnsure any relevant communications are cascaded to all employees living in the accommodation including notices, announcements, etc.Ensure that all the welfare facilities i.e recreation room, multipurpose room, Gym are well maintained, clean, tidy and all equipment are perfectly working. TransportationEnsure the transportation arrangement for all employees living in the staff accommodation are as per operational requirementsEnsure vehicles are regularly inspected, documented and consistently adhere to local legislation, health & safety regulations, safety measures, and other accommodation-related policiesProvide additional transportation services as and when required by the operationsMaintain daily, weekly, and monthly transportation. Food & Beverage FacilitiesOversee day-to-day activities in the on-site employee dining area ensuring cleanliness and hygiene at all timesLiaise with outside F&B vendor provided menu should be has a Hygiene & Sanitation Certification from local health government office Vendor ManagementEnsure that all contracted services are delivered in line with the terms of agreementsFollow up relevant concerns or issues with the concerned suppliers pertaining to accommodation, transportation, security, employee dining, utility bills, etc.Liaise with the respective accommodation vendor for any major issues or repairs that needs urgent attention and inform the Director of T&C / Talent & Culture Manager accordingly. Financial ManagementDevelop and manage the budget for staff accommodation, ensuring that expenditures align with the hotel’s financial goalsMonitor and control expenses related to maintenance, utilities, supplies, and any other costs associated with the housing facilitiesIdentify opportunities for cost savings while maintaining quality service and complianceOversee the efficient use of utilities (electricity, water, internet, etc.) within the accommodation facilities, ensuring that consumption is within budgetary limitsEnsure that all maintenance and repair works are completed within budget and that any unplanned expenses are justified and approvedEstablish cost-effective strategies for maintaining accommodation facilities, including prioritizing essential repairs and preventive maintenanceEnsure that there is a proper replacement of linen and appliances scattered on a year or 3-year plan. Policies and ProceduresProvide the leadership team with regular updates on local laws and legislation to ensure compliance.Provide a safety living environment by ensuring local regulations are upheld for health and safety.Conduct regular fire drills, evacuations and training on safety and emergency procedures.