Facility Manager - Soft

Role & responsibilities

The Facilities Manager will have responsibility for the management of a wide range of issues, from strategic contracts management to input on day-to-day operations. This Facilities Manager will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from client staff and arrangements pertaining to all operating expenditures. This position will form a part of the team that will provide a professional, value-focused service aimed at meeting or exceeding the client expectations..

General Management

• Client & Business Unit Liaison Team management including Vendor team (onsite personnel)
• Preparation and submission of management reports/analysis as and when required by client
• Expense tracking oversight and invoice management
• Implementation of Policies & Procedures including annual update of Playbook

Operations Management

• Lead the JLL management team in the delivery of facility management services.
• Oversee operation and maintenance of facilities; housekeeping, conference rooms, resolving operational issues, etc
• Ensure that the maintenance services are delivered in line with the contractual commitments, set standards and within budgets.
• Maintain all records related to the performance of facility management operations on Client site
• Ensure that AFR calls are attended to in time Annalise call outs (helpdesk data) to understand trends; undertake strategic initiatives to minimize the same.
• Holistic inspection of the facility at least weekly, ensuring it is tidy, organized, in perfect working order and in good repair, with action taken to remedy any issues
• Ensure that the day-to-day operation of Morgan Stanley Facility is conducted in an efficient and effective manner
• Ensure building procedures and performance measures and maintained at all times.
• All PPMs as per 52 week maintenance planner are to be done on scheduled time with proper service reports and checklists.
• All checklists and reports to be verified.
• Ensure all pending activities related to landlord, Operations, health and safety are tracked and closed in timely manner (Activity Tracker is updated regularly)

Client Management

• Proactively engage stakeholders to ensure that on site clients expectations are met
• Build and develop effective client / stakeholder relationships across multiple levels of the organization
• On-site key point of escalation for Amenities/Technical operations in the clients premises

Vendor Management

• Management of contract resources to achieve Service Level Agreements to Key Performance Indicators at optimum cost for Client.
• Assess performance of the subcontractors based on performance assessment criteria as agreed jointly between Client, Jones Lang LaSalle and its subcontractors.
• Audit sub-contractors on quality of materials & upkeep of the site.
• Give regular feedback for meetings with vendors to analyze their performance and areas of improvement.

Cost Savings & Process Improvement

Setting annual goals for generating savings in area of such as energy and cost of maintenance operations. Regular review of processes and procedures to ensure effectiveness and efficiency

Implement at least 2 cost saving and 2 process improvement initiatives at site

Key skills

• Reports on time
• Accurate billing and invoicing
• Ability to prepare budget and manage financial spends
• Zero stock out situations
• Maintain high standards of Housekeeping of the Facility

Employee specification

• Graduation and diploma in hotel management
• Minimum five years experience in hotel industry or Corporate industry on FM role
• proficiency in computer skills

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