XFM RECRUITING

MANUAL
L
Human Resources
Xencom Facility Management
LBy:
1609 Precision Dr., Ste 3000
Xencom Facility Management
Plano, TX 75074

LFacility Management
Xencom
469-429-6116
Facility
Facility ManagemenXencom
1609 Precision Dr., Ste 3000
Xencom Management
Email:hector.villarreal@xencom.com
Plano, TX 75074

By:
1609Hector
PrecisionVillarreal
Xencom Facility Management
Dr., Ste 3000

LXencom
Plano, TX 75074
Facility
Xencom Facility Management
1609 Precision Dr., Ste 3000

Managementy
Plano, TX 75074

LManagement
Xencom Facility Management
1609 Precision Dr., Ste 3000
Plano, TX 75074
Resources
Xencom Facility Management
LHuman
1609 Precision Dr., Ste 3000
Plano, TX 75074
Resources
Xencom Facility Management
1609 Precision Dr., Ste 3000
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About Xencom Facility Management

Xencom is a building services company that provides janitorial and facility
services to the retail commercial and industrial industries. We provide
Operational Maintenance services, but cleaning is out primary building service.
We also have extensive experience and expertise in General Building and
Grounds Maintenance.

JANITORIAL SERVICES

Porters / Heavy Cleaning

Our route porters and heavy cleaning crews are fully trained in the latest janitorial techniques.
They are supplied with biodegradable consumables and modern, well-maintained, tools &
equipment. Whether our work environment is interior or exterior, performed day or night,
performed in the presence of others or a deserted area, we get the job done. We rely on
property specific work schedules, tasks list and detailed job descriptions to maximize
available labor. Performance is closely monitored via inspections, checklists, and customer
satisfaction surveys.

Specialized Floor Care

Carpet, stone, ceramic tile, terrazzo, and finished concrete floors are our specialties. Whether
your specifications call for extraction, scrubbing, buffing, polishing, stripping, waxing, sealing
or something a bit more complicated, we can handle it. Our staff includes cleaners, certified
by The Carpet and Rug Institute and several of the larger carpet manufacturers. We have in-
house graduates of leading stone care schools and are experienced with a variety of
restoration processes. We provide our employees with the latest technology in tools,
equipment, chemicals and dedicated supplies.

Pressure Washing
We utilize a line of custom designed, high pressure, hot water, machines mounted on a
variety of mobile platforms. We equip them with an assortment of heavy-duty nozzles, large
area sleds and tanks, suitable for any application. We are careful to comply with local storm
water ordinances and applicable EPA Clean Water Act regulations, concerning chemicals,
waste water capture / reclamation and disposal.

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Green Cleaning
As a socially responsible contractor, Xencom is committed to sustainability. We can offer a
custom tailored, green cleaning, program for any property. We are a member of the U.S.
Green Building Council (USGBC) and a certified Green Advantage® contractor. We utilize
proven environmentally friendly cleaning processes, certified equipment and Green Seal™
certified chemicals and consumable supplies.

Facility Services

Maintenance Management (Property Operations)

Our Operations Managers are trained to monitor, direct and supervise daily operations of the
physical property. We perform routine maintenance and minor repairs with our in-house staff
and assist property management to schedule specialty contractors for critical building
systems. We are knowledgeable and experienced with roofs, mechanical, electrical, fire
protection, vertical transportation, waste disposal, and construction coordination. We can
assist with purchasing, cost accounting and budgeting. We utilize proprietary work order
systems and our web-based “Back Office” program to organize our activities and track our
progress.

Handyman
Maintenance techs are trained to perform a variety of general building maintenance tasks
(light carpentry, drywall, painting, sealants, doors & hardware, etc.) Many of our techs are
also skilled to perform minor repair projects, such as floor tile replacement and roof repairs.

Light Mechanical (HVAC, Plumbing)

Maintenance techs are available with basic knowledge and experience of HVAC and
plumbing systems. We can accommodate most any level of expertise required by the
property. Access to the in-house technical resources of our energy management controls
company gives us unique capabilities for this service.

Light Electrical
Maintenance techs are trained to perform minor electrical tasks. Our corporate staff includes
several licensed, Master Electricians. Whether your facility requires re-lamping and ballasts
or something a bit more complicated, we have the in-house expertise to handle it.

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Table of Contents
About Xencom Facility Management ................................................................. 2
Janitorial Services .......................................................................................... 2
Facility Services ......................................................................................... 3
Table of Contents ....................................................................................... 4
Introduction .................................................................................................... 5
Importance of Recruitment ......................................................................... 6
Recruitment Planing ................................................................................... 7
Identify Vacancy ......................................................................................... 8
Job Description........................................................................................... 9
Recruitment Strategy .................................................................................. 10
Right Candidates ...................................................................................... 11
Job Posting .............................................................................................. 13
Screening Shortlisting ................................................................................. 14
Evaluation Control .................................................................................... 16
Recruiting interviews ................................................................................ 17

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Introduction
Recruitment and Selection is an important operation in HRM, designed to maximize employee
and strength to meet the employer’s strategic goals and objectives. In short, Recruitment and
Selection is the process, screening, shortlisting and selecting the right candidates for the
filling the required vacant positions.

IMPORTANCE OF RECRUI TMENT

Recruitment is one of the most fundamental activities of the HR team. If the recruitment
process is efficient, then –

• The organization gets happier and more productive employees attrition rate
reduces.
• It builds a good workplace environment with good employee relationships.
• It results in overall growth of the organization.

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Importance of Recruitment

Here is a list that shows the purpose and importance of Recruitment in an organization.

• It determines the current and future job requirement.

• It increases the pool of job at the minimal cost.
• It helps in increasing the success rate of selecting the right candidates.
• It helps in reducing the probability of short-term employments.
• It meets the organization’s social and legal obligations with regards to the work force.
• It helps in identifying the job applicants and selecting the appropriate resources.
• It helps in increasing organizational effectives for a short and long term.
• It helps in evaluating the effectiveness of the carious recruitment techniques.
• It attracts and encourages the applicants to apply for the vacancies in an organization.
• It determines the present future requirements of the organization and plan according.
• It links potential employees with the employers.
• It helps in increasing the success ratio of the selection process of prospective
candidates.
• It helps in creating a talent pool of perspective candidates, which enables in selectin
the right candidates for the right job as per the organizational needs.

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Recruitment Planning

Recruitment planning is the first step of the recruitment

process, where the vacant positions are analyzed and
described. It includes job specifications and its nature,
experience, qualifications and skills required for the
job, etc.

A structured recruitment plan is mandatory to attract

potential candidates from a pool of candidates. The
potential candidates should be qualified, experienced
with a capability to take the responsibilities required to
achieve the objectives of the organization.

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Identify Vacancy

The first and foremost process of recruitment plan is identifying the vacancy. This process
begins with receiving the requisition for recruitment from different departments of the
organization to the HR Department, which contains:

• Number of posts to be filled

• Number of positions
• Duties and responsibilities to be performed
• Qualification and experience required

When a vacancy is identified, it is the responsibility of the account manager to ascertain

whether the position is required or not, permanent of temporary, full time or part time, etc.
These parameters should be evaluated before commencing recruitment. Proper identifying,
planning and evaluating leads to hiring of the right resources for the team at each location.

The job titles that might need to be filled can be one or more from the following:

• Regional Manager
• Account Manager
• Housekeeper Supervisor
• Housekeeper / Janitor
• Grave Yard Housekeeper
• Pressure Washer
• Office Cleaner

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Job Description

Job description is an important document, which is descriptive in nature and contains the final
statement of the job analysis. This description is very important for a successful recruitment
process.

Job description provides information about the scope of job roles, responsibilities and the
positioning of the job in the organization. And this data gives the employer and the
organization a clear idea of what an employee must do to meet the requirement of this job
responsibilities.

A job specification document provides information on the following elements:

• Qualification
• Experiences
• Training and development
• Skills reequipments
• Work responsibilities

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The following is an example of a job description for the Regional Manager position:
DESCRIPTION Regional Manager

Xencom Facility Management is hiring for a Regional Account Manager with a focus
in retail janitorial services. This position is responsible for the daily operations of an
assigned region. The incumbent is responsible for ensuring each assigned Account
Manager meets the goals and objectives of the customer as determined by the scope
of work while also staying within the budget defined by the contract.

For information on how to apply for this job in person please contact Hector
Villarreal at (469) 573-6116

CORE DUTIES AND RESPONSIBILITIES

▪ Build and sustain relationships with customers, direct reports, and

corporate management.
▪ Audit account operations initiatives in performance, safety,
supplies/equipment, budget, and staffing.
▪ Train and develop and account managers and subordinates.
▪ Maintain budgets across all accounts.
▪ Ensure the highest stands of cleanliness, safety, and professionalism are
continuously demonstrated by all team members.
▪ Conduct regular account visits to maintain customer relations and execute
quality inspections.
▪ Ensure proper usage and maintenance of all equipment.

SKILLS AND REQUIREMENTS

▪ minimum 5 years previous experience in Janitorial Industry or other

related fields.
▪ Knowledgeable of all facets of the Janitorial business including, stripping,
waxing, carpet cleaning and operating equipment.
▪ Knowledge of OSHA and safety standards within a housekeeping
department.
▪ Strong project management and communication skills.
▪ Strong problem solving and critical thinking skills.
▪ Strong leadership and training skills.
▪ Leadership skills in teambuilding.
▪ Strong interpersonal, written, and verbal communication skills.
▪ Ability to multi-task and prioritize daily tasks or projects.

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▪ Flexible and adaptable to change.

▪ Detail oriented and organized.
▪ General knowledge in using the Microsoft Office Suite, SharePoint, One-
Drive.
▪ Must be on call 24 hours per day, seven days a week.
▪ Frequent travel required, must be willing to travel on a weekly basis or as
needed.
▪ Pass pre-employment background screening and drug test.
▪ Repeatedly lift to 50 pounds, bend, reach, push, pull, stand and walk for
prolonged periods of time.

COMPENSATION

Salary: Exempt position (Commensurate with experience, background and

education)

Reports to: COO

APPLICATION INSTRUCTIONS

For immediate consideration, please apply online.

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Recruitment Strategy

Recruitment strategy is the second step of the recruitment process, where a strategy is
prepared for hiring the resources. After completing the predation of job descriptions and job
specifications, the next step is to decide which strategy to adopt for recruiting the potential
candidates for the organization.

While preparing a recruitment strategy, the HR team considers the following points:

• Make or buy employees (Buy employees from Wonolo, or other temp agencies).
• Types of recruitment (phone calls, in person, referral program, local job fair).
• Geographical area – it is important to acknowledge that different recruiting strategies
apply to different parts of the region. Xencom has 70 locations across the U.S.
• Recruiting sources (Indeed, Paychex, Facebook, Craigslist,)

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Searching the Right Candidates

Searching is the process of recruitment where the resources are sourced depending upon the
requirement of the job. After the recruitment strategy is done, the searching of candidates will
be initialized. This process consists of two steps:
• Source activation: Once the line manager verifies and permits the existence of the
vacancy, the search for candidates starts.

Searching involves attracting the job seekers to the vacancies. The sources are broadly
divided into two categories: Internal Sources and External Sources.
Searching involves attracting the job seekers to the vacancies. The sources are broadly
divided into two categories: Internal Sources and External Sources.
Internal Sources
Internal sources of recruitment refer to hiring employees within the organization through:
• Promotions
• Transfers
• Former Employees
• Internal Advertisement (Job Posting)
• Employee Referrals
• Previous Applicants

External Sources
External sources of recruitment refer to hiring employees outside the organization through:
• Direct Recruitment
• Employment Exchanges
• Employment Agencies
• Advertisements
• Professional Associations
• Campus Recruitment
• Word of mouth

Internal Sources
Internal sources of recruitment refer to hiring employees within the organization through:
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Job Posting

Before you get started posting jobs, take a moment to meet the modern jobseeker. They’re
someone who looks in more than one place and is more mobile than ever before. Job boards
are still the number one destination for active jobseekers but more than half of them are
looking on social media as well – a share that will keep rising.

As the new recruiter at Xencom you will be using three main job boards and one social media
account to post the job openings. It is important to understand that specific job boards attract
certain candidates and learning how to use these tools can become very beneficial. In other
words, you will want to use specific social medias to recruit for higher level positions, and
other platforms to recruit for lower level positions.

For example, if you are recruiting for Regional Managers, Account Managers and Corporate
roles, you would want to use LinkedIn and Indeed. But if you want to recruit for housekeepers
and supervisors; there is a higher possibility that you will find the right candidates from
Facebook or Craigslist.

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Screening / Shortlisting

Screening starts after completion of the process of sourcing the candidates. Screening is the
process of filtering the application of the candidates for further selection process.

Screening is an integral part of recruitment process that helps in removing unqualified or

irrelevant candidates, which were received through sourcing. The screening process of
recruitment consists of three steps:

Reviewing of Resumes and Cover Letters

Reviewing is the first step of screening candidates. In this process, the resumes of the
candidates are reviewed and checked for the candidates’ education, work experience, and
overall background matching the requirement of the job.

While reviewing the resumes, an HR executive must keep the following points in mind, to
ensure better screening of the potential candidates:
• Reason for change of job
• Longevity with each organization
• Long gaps in employment
• Job-hopping
• Lack of career progression
•
Conducting Telephonic Interview

Conducting telephonic interviews is the second step of screening candidates. In this process,
after the resumes are screened, the candidates are contracted through phone by the
recruiter. The screening process has two outcomes:

• It helps in verifying the candidates, whether they are active and available.
• It also helps is giving quick insight about the candidate’s attitude, ability to answer
interview questions, and communication skills.

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Identifying the top candidates

Identifying the top candidates is the final step of screening the resumes/ candidates. In this
process, the cream/top layer of resumes are shortlisted, which makes it easy for the hiring
manager to take a decision. This process has the following three outcomes:

• Shortlisting 5 to 10 resumes for review by the hiring manager.

• Providing insights and recommendations to the hiring manager.
• Helps the hiring managers to take a decision in hiring the right candidate.

Evaluation and Control

Evaluation and control is the last stage in the process of recruitment. In this process, the
effectiveness and the validity of the process and methods are assessed. Recruitment is a
costly process; hence it is important that the performance of the recruiting process is
thoroughly evaluated.

The costs incurred in the recruiting process are to be evaluated and controlled effectively.
These include the following:
• Salary of the Recruiter.
• Advertisements cost and other costs incurred in recruitment methods, i.e., Craigslist,
Indeed, Paychex and other agencies fees.
• Administrative expenses and Recruiting overheads.
• Overtime and Outstanding costs, while vacancies remain unfilled, i.e., Wonolo, People
Ready, Express, and other agencies fees.
• Cost incurred in recruiting suitable candidates for the final selection process.
• Time spent by the Management and the Professionals in preparing job description, job
specifications, and conducting phone interviews.
• Time spent by the Account Managers conducting the physical interview at the Mall.

Finally, the question that is to be asked is, whether the recruitment methods used are valid or
not? And whether the recruitment process itself is effective or not? Statistical information on
the costs incurred for the process of recruitment should be effective.

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Recruitment Interviews

An interview is a purposeful exchange of ideas, the answering of questions and

communication between two or more persons. Generally, an interview is a process of private
meeting conversation between people, where questions are asked and answered, for
obtaining information about qualities, attitudes, prospectus etc.
An interview refers to a conversation with one or more persons acting as the role of an
interviewer who ask questions and the person who answers the questions acts as the role of
an interviewee.

The primary purpose of an interview is to transfer information from interviewee to interviewer.

Interviews can be either formal or informal, structured or unstructured. Interviews can be
carried out one-to-one or in groups; they can be conducted over telephone or via video
conferencing.

As a recruiter at Xencom you will be conducting different types of interviews including but not
limited to: phone interviews, in person interviews, and fit interviews (prescreens). There are
different meanings of the word “interview”, as different scholars defined the term differently.
However, interviews have some basic objectives, which are as follows:

• Through interviews, recruiters can verify the information obtained through application
forms and tests.
• Recruiters can obtain additional information about the candidates which are not
mentioned in the application forms or resumes.
• Interviews provides an applicant the information and the necessary facts about the job
and the organization.
• Interviews establish a mutual understanding between the applicant and the
organization

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