Senior Facility Executive

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Senior Facility Executive

Work Dynamics

What this job involves:

Position's Goal

• To provide operational and administrative support to the Facility Management team assigned.

• Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.

• Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management.
Deliverable Role/Responsibilities

• Provide support to the AFM to ensure critical operational items are attended to within agreed time frames

• To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.

• To assist with the site audits & floor walks to be undertaken on entire Client site

• Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified

• Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc

• Full responsibility of the site during the entire shift

• Filing of site related documents including but not limited to challans, GRN's etc

• Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead

• Ensure all processes are followed as per the Standard Operating Procedures of BACI viz. Stationery, midnight snacks etc, material movement etc.

• Timely submission of reports as requested by Asst Manager & Facility Manager

• Ensure employee health & safety & related services

• Ensure that appropriate vendor escalation process is followed

• Ensure that all cleaning & maintenance schedules are adhered to

• Ensure completing any specific responsibilities as specified by the managers

• Tracking of Facility Operating Expenses

• Processing of all invoices for payment – first take approval of Client / FM and then submit to MIS and billing department.

• Liaison with the client Finance team

• Client billing / invoicing and follow up payments by clients

• Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering

• Maintenance of Billing Tracker

• Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist.

• Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep AFM / FM updated.

• To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points.

• Proper check on vending machines and photocopier machine reading.

• Checking H.K attendance on daily basis.

• To check food quantity, and Food testing before lunch/Dinner starts

• Coordinating for Medical Emergencies as and when required

• Take regular briefings of Help Desk/ Mail room Executive.

• Provide management advice to Helpdesk for escalated issues.

• Insure immediate response to priority Calls.

• Coordinate with facilities helpdesk regarding the arrangements of the day.

• Oversee the Front office Function during the shift

• Ensure Visitors are promptly attended by FOE

• Ensure that FOE has placed newspaper and magazine in the reception area.

• Oversee the Mailroom process during the shift.

• Provide management advice to Mailroom for escalated issues

• To check the attendance of our vendor's employee.

• Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom,

• Manage the inventory control of all facility related items.

• Maintain Proper Log Book and mention the follow up jobs if pending in next shift.

• Log Book Shared with FM every in every shift.

Education / Yrs. of Experience
Bachelor's Degree in any discipline, a minimum of 1-2 years of experience in a corporate environment. Tertiary qualifications in building management and/or business desirable. Proven ability to function effectively as part of a team. Proven ability to initiate and follow through with improvement initiatives

Skill Sets

• Exposure and experience in dealing with multinational corporate organizations

• Ability to adapt and perform under pressure

• Possess strong interpersonal skills with the ability to build rapport quickly.

• Good communication skills

Prioritising the facilities' needs

Working with both the facilities manager and the assistant facilities manager, you'll oversee the property's day-to-day operations and ensure that all administrative functions, security issues and facility services are covered. Likewise, you'll strive for continuous improvement in the process.

You'll also keep an eye out on the property's supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine. Likewise, you'll manage supply and service contracts as approved by clients.

In addition, you'll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You'll also be on top of health and safety issues that may arise, and actively participate in reviewing them.

Also part of your mandate is to monitor the property's budget. As the person in charge, you'll make sure that there's enough petty cash to support operations. You'll also see to it that vendor invoice processes comply with standards.

Going above and beyond expectations

Client satisfaction is second nature to the person in charge. In this role, you'll take on difficult issues and seek out opportunities to improve operations. You'll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.

In addition, you'll carry out routine service audits to ensure that the team maintains its overall performance. You'll also be in charge of creating stock reports, meeting minutes and monthly management reports to the clients.

Sound like you? To apply you need to have:

Strong knowledge of property operations

Playing a key role, the ideal candidate holds a degree in business or hotel and building management, and at least three to five years' experience in facilities management. You must also demonstrate good working knowledge in occupational safety, as well as aptitude in client-centric operations.

Solid background in team management

Are you an adept leader with a proven track record in managing a team? Are you capable of effectively rolling out improvement plans? Do you possess superior communications and reporting skills? If these soft skills are your areas of expertise, then we are more than thrilled to have you aboard.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package