Facility Executive

1 week ago

Mumbai, Maharashtra, India JLL Full time
JLL supports the Whole You, personally and professionally.

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 coordinate 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

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL

  • We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company,

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