Facilities Executive

To back up receptionists and perform front office duties in accordance with company policies, procedures and processes.

Achieving the Key Performance Indicators and Service Level Agreement targets.

ROLES AND RESPONSIBILITIES

Conduct daily floor inspections to ensure all internal office areas are in good condition.


Manage onsite cleaners to ensure the cleanliness and tidiness of the office, and perform regular performance reviews with vendors.


Manage air-conditioning arrangements upon user requests.


Manage monthly office supplies orders.


Ensure professional and polite telephone responses.


Provide assistance to the mailroom as needed.


Ensure compliance with JLL management regulations and requirements.


Arrange maintenance schedules with local vendors.


Manage conference room utilization and work closely with local IT support.


Resolve tickets for all general facilities-related matters.


Maintain the first aid box and AED, and keep track of medicine distribution.


Ensure vendor NDA submission.


Align all office services with client guidelines.


Provide assistance to the receptionist (as backup) and assistant manager (AM) as required.


Propose initiatives for office services enhancement and event organization based on daily operations.


Be responsible for the Google Sustainable Pursuit program.


Act as a backup to the AM in case of emergencies or as required.


Ensure monthly vendor compliance.


Track driving waste management as per guidelines and implement sustainable programs.


Track all paper products, utility consumables, janitorial consumables, first-aid (FH) bins, stationery supplies, and soft-related products and requirements.


Ensure vendor partners conduct timely pest control activities and regular audits to prevent pest issues.


Arrange monthly and quarterly vendor meetings for evaluation with the AM and Hub Lead.


Ensure participation in all important meetings.


Complete 42 hours of training.


Manage janitorial services and facility upkeep as per client expectations.


Oversee site procurement and vendor management activities.


Others
Assist in the preparation of Daily Reports, Weekly Reports, Audit Reports, Monthly Management Reports, and other relevant reports.


Participate in emergency evacuation procedures, including crisis management and business continuity planning.


Perform other ad-hoc tasks as assigned by the line manager or client.


Possess knowledge of Occupational Safety requirements.


Demonstrate experience with continuous improvement initiatives (highly desirable).


Demonstrate experience with client reporting and the preparation of required reports.