A Facility Management Company is a business or organization that specializes in providing a wide range of services related to the maintenance, upkeep, and operation of commercial, industrial, or institutional buildings and properties. These services typically include things like janitorial services, landscaping and grounds maintenance, HVAC and mechanical systems maintenance, and energy management. Facility Management Companies may also provide additional services such as security, parking management, and event planning and coordination. They often work with property managers, building owners, and other stakeholders to ensure that buildings and properties are safe, efficient, and well-maintained.
This Standard Operating Procedure (SOP) outlines the procedures for the management of facilities by our facility management company. It covers all aspects of facility management, including building maintenance, security, and customer service.
2. Building Maintenance:
Regularly schedule and conduct preventative maintenance on all equipment and systems, including HVAC, plumbing, and electrical systems.
Respond to and resolve maintenance requests in a timely manner, prioritizing emergency requests.
Keep accurate records of all maintenance activities and equipment.
Ensure compliance with all local and state building codes and regulations.
Implement and maintain security protocols, including access control systems and surveillance cameras.
Conduct regular security audits to identify and address potential vulnerabilities.
Train all employees on security procedures and protocols.
Respond to and investigate any security incidents or breaches.
Maintain a high level of customer service, ensuring that all requests and complaints are handled in a timely and professional manner.
Communicate effectively with all customers, including building tenants and visitors.
Continuously gather and analyze customer feedback to improve services and facilities.
Prepare and submit regular reports to management on the status of facility management activities and any issues that need attention.
Prepare and submit regular reports on customer service and security incidents.
Prepare and submit regular reports on building maintenance and equipment status.
This SOP outlines the procedures for the management of facilities by our facility management company. By following these procedures, we will ensure that our buildings and equipment are well-maintained, secure, and provide excellent customer service. We will also ensure that we are compliant with all local and state building codes and regulations.
Our entire operation runs digitally, so as to ensure that your services are run efficiently.
We use following digital applications to run our operations which makes the processes efficient & transparent:
E-checklist- Providing the dashboard to the client on work completion which is linked to their SLA, this is a digitised replacement of paper base checklist. It has QR Based system & works on an android platform. Client gets a login ID & Password & the app can be downloaded from play store.
E-Invoice- An email based digital invoicing system. Client gets all the supporting documents required to process the invoice with an option to approve or reject the invoice. It saves time for the clients and increase accuracy with timely submission of invoice.
E-material – An android based application for requisitioning of the material at the client’s location. All material stock, issues, consumption are recorded and controlled by the client. It’s a convenience for the clients to order and track consumption.
E-Onboarding – It’s an Aadhar based onboarding, where we capture person’s correct antecedents. Also, helps smoothen the process of banks account opening, PF & ESIC.
E-attendance – A supervisory application to mark the attendance during office Shift. Dashboard is available to the client to view verify and process the attendance. It increases the transparency between Client & NSS