Facility Executive - Soft Service

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Facilities Executive

Work Dynamics

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.

Business unit

IFM

Reporting to

Facility Manager / AFM / Site Lead

Key stakeholders

Site Lead , FE Tech , Supervisors , Client Lead

Direct reports

Team consisting of

1. HK Supervisors

2. Pantry Boys, Mailroom Boys

Duties & responsibilities

• Be accessible for escalation of all FM related issues
• Oversee the Helpdesk Service request of Customers are attended.

• Provide management advice to Helpdesk operators for escalated issues
• Ensure immediate response to Priority Calls
• Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled

• Oversee the Mailroom process and action escalations to the user satisfaction levels.

• Provide management advice to mail room executives for escalated issues

• Oversee the Front Office function and guide the team member on the deliverables

• Ensure visitors are promptly attended by the Front Office Executives (FOE)
• Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep
• Ensure the FOE has placed newspaper and magazines in the reception area as necessary

• Oversee the Housekeeping Services are on satisfactory levels and as per standards set.

• Muster all the housekeeping staff of the shift before deployment and communicate the priorities of the day
• Inspect the turn out and attendance of the staff

• Meet the housekeeping in charge during the shift to discuss and communicate priorities for the shift and address complaints

• Oversee the upkeep of indoor plants and take necessary action if required
• Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
• Communicate to the FM through on all incidents and all important operational issues which requires his assistance, guidance and approval.
• Take rounds of the facility regularly to identify issues in Housekeeping/Security and Cafeteria etc. and initiate immediate rectification actions
• Prepare weekly shift rosters for HK Services with the help of Facility Manager.
• Ensure the rosters are briefed well to the team to make them understand the deliverables.
• Process vendors bills pertain to Location and consolidate on standard JLL template for submission to FM
• Coordinate all the FM supplies required for the location with the central resource
• Ensure timely availability of all FM related supplies at the site
• Adhere to the reporting procedures as per JLL standards and requirements
• Follow the Standard process for managing all FM requirements at the location.
• Ensure vendor compliance audit done at the location through JLL audit team and records maintained

Performance objectives and Key Performance Measures

• Manage all FM related requirements for the location to the end user satisfaction levels and maintain JLL standards on deliverables.
• Provide all administrative support to the Facilities Management team
• To ensure timely and accurate completion of FM reports pertaining to soft services
• Registers for Housekeeping
• Log Book of the Events recorded
• Shift Rosters of the vendor team
• Management New initiatives for the location
• Management Savings initiatives proposed for the location
• Client Satisfaction
• Closure of helpdesk complaints
• Daily, weekly and monthly reports
• Vendor staff attendance checks and validation
• Statutory audit coordination

Key skills

Scheduling of activities with coordination with all stake holders

Good Communication and structural approach with analysis

Team player and should drive ground level staff to desired output

Employee specification

Graduation / Hotel Management

Experience in managing soft services, Helpdesk Operations, Client Visits

Reports , Monthly Trackers , MMR , SLA , Vendor Coordination

Sound like youTo 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 teamAre you capable of effectively rolling out improvement plansDo you possess superior communications and reporting skillsIf 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.

Apply today!

Location:

If this job description resonates with you, we encourage you to apply even if you don t meet all of the requirements. We re interested in getting to know you and what you bring to the table!

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