Wohl Physio
Website:
wohlphysio.com
Job details:
1. Job Purpose
The Infrastructure & Facility Manager will be responsible for managing the infrastructure, facilities, maintenance, safety, procurement, vendor relationships, statutory documentation, and expansion projects across all WohlPhysio branches and the Administrative Office.
The role requires ensuring that all facilities remain safe, functional, compliant, cost-effective, and aligned with the organization's operational and quality standards. The manager will also coordinate legal and statutory documentation, monitor renewal deadlines, and maintain audit-ready records for all locations.
2. Key ResponsibilitiesA. Facility Operations & Maintenance
Oversee day-to-day facility operations across all branches and the Administrative Office.
Develop and maintain a preventive maintenance plan and centralized asset register covering clinical equipment, generators, electrical systems, lifts, furniture, vehicles, and other infrastructure.
Conduct regular facility inspections and ensure timely closure of identified issues.
Coordinate repairs, maintenance, and servicing to minimize operational disruptions.
Review lease and rental agreements and coordinate with landlords regarding building maintenance, structural issues, generator provisions, and other facility-related matters.
Monitor facility-related expenditure and identify opportunities to improve operational efficiency and reduce maintenance costs.
B. Safety, Housekeeping & Quality Compliance
Plan, install, inspect, and maintain fire safety equipment, including appropriate fire extinguisher placement at every branch.
Ensure compliance with applicable fire safety, electrical safety, building safety, and housekeeping requirements.
Coordinate periodic inspections and maintain records of safety checks, certificates, and corrective actions.
Work with the Quality team to ensure that branches meet internal quality standards and applicable inspection requirements.
Identify potential safety risks, escalate critical issues promptly, and ensure corrective and preventive actions are completed.
Coordinate emergency preparedness measures and maintain relevant safety instructions and documentation.
C. Security & Housekeeping Management
Coordinate security guard deployment across branches in consultation with the security service provider.
Verify guard attendance, maintain duty records, and submit monthly duty rotas to the service provider's HR team for salary processing.
Monitor security service quality, attendance, and compliance with agreed service standards.
Coordinate housekeeping services and ensure appropriate cleanliness, hygiene, and upkeep of facilities.
Address service gaps and follow up with vendors for timely corrective action.
D. Procurement & Vendor Management
Identify vendors, obtain and compare quotations, negotiate commercial terms, and recommend purchases of equipment, furniture, fixtures, vehicles, and infrastructure-related items.
Coordinate purchase approvals and procurement processes in accordance with organizational policies.
Manage vendor relationships, service agreements, invoices, and payment documentation in coordination with the Finance team.
Maintain vendor records, quotation comparisons, purchase orders, warranties, and service histories.
Monitor vendor performance, service turnaround time, quality, and cost-effectiveness.
Evaluate outdoor marketing infrastructure, including hoardings and display locations, based on location suitability, visibility, accessibility, and distance analysis.
E. New Branch Setup & Expansion
Plan infrastructure requirements for new clinics and other facilities in coordination with leadership and relevant departments.
Coordinate space planning, layouts, interior and exterior requirements, equipment selection, and infrastructure budgets.
Prepare project estimates, compare vendor quotations, and recommend cost-effective solutions without compromising quality or operational requirements.
Manage fit-out activities, contractors, suppliers, installation schedules, and project timelines.
Coordinate the readiness of utilities, equipment, safety systems, signage, and required documentation before a new branch becomes operational.
Track project progress against approved budgets and timelines and report risks or delays to leadership.
Maintain project handover records, asset lists, warranties, and completion documents.
F. Legal & Statutory Documentation
The Infrastructure & Facility Manager will be responsible for coordinating, maintaining, tracking, and renewing legal and statutory documentation for all branches and the Administrative Office, in consultation with leadership, relevant authorities, and legal advisors wherever required.
Licenses, Registrations & Statutory Compliance
Obtain, renew, and maintain applicable clinic registrations and licenses for every branch, including clinical establishment registrations and local body trade licenses, as applicable.
Coordinate fire safety clearances, electrical and lift inspection certificates, generator approvals, and pollution control approvals or consents wherever applicable.
Maintain biomedical waste authorizations, agreements with authorized waste handlers, and related compliance records.
Track Shops and Establishments registrations, signage and display permissions, and electricity, water, and other utility connection records, as applicable.
Maintain a centralized compliance calendar containing application, renewal, expiry, and follow-up dates for all relevant licenses and certificates.
Set advance reminders for upcoming renewals and coordinate timely submission of applications and supporting documents.
Liaise with relevant government departments, local authorities, inspection agencies, and other statutory bodies as required.
Escalate potential non-compliance, delays, and legal risks to leadership promptly.
Agreements & Contracts
Coordinate the drafting, review, execution, renewal, and recordkeeping of lease and rental agreements for clinic premises.
Track rental amounts, security deposits, lock-in periods, escalation clauses, termination conditions, and renewal dates.
Prepare and manage service, Annual Maintenance Contract (AMC), and vendor agreements for security, housekeeping, equipment maintenance, generators, lifts, and other facility-related services.
Draft Memorandums of Understanding (MoUs) with vendors, partners, and institutions, coordinating review with leadership and legal advisors before execution.
Maintain an agreement register containing parties, validity periods, commercial terms, key clauses, payment obligations, and renewal dates.
Ensure that agreements are executed only after obtaining the necessary internal approvals and legal review, wherever required.
Property, Insurance & Asset Documentation
Maintain property-related records, including lease deeds, ownership documents, no-objection certificates, approved building plans, and related correspondence.
Coordinate property, equipment, vehicle, and other applicable insurance documentation, including renewals and claims in consultation with Finance and leadership.
Maintain asset purchase records, invoices, warranties, service histories, handover documents, and disposal records.
Organize statutory certificates, inspection reports, audit records, and correspondence with authorities for easy retrieval.
Coordinate documentation required for new branch openings, relocations, renovations, and closures.
G. Reporting, Documentation & Systems
Prepare infrastructure budgets, maintenance cost reports, procurement summaries, and event-related budgets as required.
Submit periodic reports on facility status, asset condition, maintenance activities, compliance, vendor performance, and project progress.
Contribute infrastructure updates, staffing-related administrative information, and project progress to consolidated quarterly reports.
Maintain updated organization charts, reporting structures, branch infrastructure records, and administrative documentation.
Develop, maintain, and improve the complaint tracking system, including ticket creation, assignment, escalation, notifications, and closure monitoring.
Track branch complaints and ensure that corrective actions are completed within agreed timelines.
Draft formal communications, circulars, notices, and updates for branches, vendors, authorities, and leadership.
Prepare onboarding documents, facility guidelines, safety instructions, and training materials for branch staff.
Maintain centralized physical and digital document repositories with appropriate version control, access permissions, and backup arrangements.
Ensure proper handover of facility records, contracts, licenses, and compliance documentation during role transitions.
3. Qualifications & Experience
Educational Qualification
Bachelor's degree in Business Administration, Facility Management, Engineering, Project Management, or a related field.
Relevant professional certifications in facility management, occupational safety, project management, or compliance will be an added advantage.
Experience
Minimum 3–5 years of relevant experience in facility management, administration, infrastructure operations, or project coordination.
Experience managing multiple branches or locations is preferred.
Experience in healthcare, rehabilitation, hospitals, clinics, or other service-oriented organizations will be an added advantage.
Demonstrated experience in vendor management, procurement, budgeting, facility maintenance, and documentation management.
Technical & Professional Skills
Working knowledge of preventive maintenance, asset management, building services, and fire safety requirements.
Familiarity with applicable local licenses, statutory documentation, and renewal procedures.
Strong quotation comparison, vendor negotiation, budgeting, and cost-control skills.
Excellent written and verbal communication skills in English and Malayalam.
Proficiency in Microsoft Excel, Word, email, and digital documentation systems.
Strong organizational, analytical, problem-solving, and follow-up skills.
Ability to manage multiple projects, vendors, deadlines, and branch requirements simultaneously.
Willingness to travel between branches and attend to urgent infrastructure-related requirements when necessary.
4. Key Performance Indicators (KPIs)
Performance will be evaluated against the following indicators:
Preventive Maintenance: At least 95% of scheduled preventive maintenance activities completed within the planned period.
Asset Uptime: High availability of essential infrastructure and equipment, with minimal avoidable operational disruptions.
Statutory Compliance: 100% of applicable licenses, registrations, certificates, and renewals tracked and submitted within the required timelines, with no avoidable expiry due to missed follow-up.
Safety & Inspection Readiness: All branches maintained in an inspection-ready condition, with critical safety issues escalated immediately and corrective actions tracked to closure.
Complaint Resolution: At least 90% of routine facility complaints closed within the internally defined service-level timelines, with all critical complaints escalated promptly.
Procurement Efficiency: Competitive quotations obtained wherever practicable, with savings and cost avoidance documented against approved budgets or comparable quotations.
Vendor Performance: Timely service delivery, accurate documentation, and follow-up on vendor commitments and service-level requirements.
Branch Expansion Projects: New branch infrastructure projects delivered within approved budgets and agreed timelines, subject to documented changes and external dependencies.
Documentation Accuracy: Centralized, updated, and retrievable records for assets, contracts, licenses, warranties, and inspection reports.
Reporting & Administration: Accurate and timely submission of required reports, duty rotas, budgets, and consolidated updates.
Note: KPI targets may be refined by management based on operational requirements, branch count, baseline performance, and applicable statutory obligations.
5. Authority & Accountability
Responsible for coordinating facility operations, maintenance, vendors, infrastructure procurement, and statutory documentation across assigned locations.
Authorized to obtain quotations, negotiate preliminary commercial terms, and submit purchase and project recommendations within organizational policies.
Must obtain the required approvals before committing expenditure, executing contracts, appointing vendors, or making material infrastructure changes.
Must promptly report safety risks, potential statutory non-compliance, budget deviations, and significant operational disruptions to leadership.
Must coordinate with Finance, Quality, HR, branch heads, clinical teams, vendors, landlords, and external authorities to ensure effective execution.
Legal interpretation, final contract approval, and execution of documents requiring an authorized signatory remain subject to the organization's approval and delegation-of-authority policies.
6. Expected Outcomes
The successful candidate will ensure that:
All branches and the Administrative Office remain safe, functional, well-maintained, and operationally ready.
Preventive maintenance, asset tracking, and facility complaint management operate through documented systems.
Applicable licenses, agreements, statutory records, and inspection certificates remain current and audit-ready.
Procurement and vendor management are transparent, cost-effective, and properly documented.
New branches and infrastructure projects are completed in a planned, timely, and cost-conscious manner.
Leadership receives accurate, timely, and actionable infrastructure and compliance reports.
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