Facility Executive

Job Description

Provide general overall Facility Management services including continuous monitoring of facility. Work with property managers to handle routine property management operations, including: procurement of property supplies and services, issuing purchase orders, managing bid requests and service/ construction contracts, and processing of accounts payable and accounts receivable.

Primary Responsibilities

Administrative Function

- Assist Facility Management Team with tactical planning for the team's goals and objectives
- Provide facility specific assistance to the project management team as needed or requested
- Manage and maintain small facility management tasks as assigned
- Coordinate special events in support of client or JLL
- Provide support for meetings and conference room reservations as needed and directed
- Assist with the coordination and scheduling of maintenance activities

Communication and Relationship Coordination

- Provide general overall facility management services including continuous monitoring of office/facility
- Act as an interface with client, visitors and guests
- Ensure appreciate follow up with customers
- Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/ execution of work within client environment with minimal disruption

Compliance

- Properly and effectively administer and maintain all security systems
- Assist with budgetary requests, analysis and reporting
- Assist with researching, analyzing and reporting budget variances

Job Requirements

Education

Associates degree in facilities management, building, business or other related field or equivalent work experience (bachelor's degree, preferred)

Executive Soft services will be responsible for managing all aspects of day to day service delivery in Client during the shift. He/She also will be accountable for proper usage and functionality of the technologies implement at site.

Roles & Responsibilities:

Mailroom Operations

- To provide management advice on Mailroom for escalated issues during the shift.
- To ensure immediate response to all priority calls from employees during the shift and follow escalation process.

Front Office Operations

- To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping & upkeep.

Housekeeping Operations

- Attending the shift briefing
- To ensure housekeeping muster, deployment and ensure acknowledgment on the register for and penalties/comments for the improvement in housekeeping services.
- To ensure that the housekeeping in-charge of the facility is being updated on the client's/VIP visits.
- To ensure that the housekeeping related issues are discussed with housekeeping supervisors and ensure there is an action and tracking for the issue closure.
- To ensure a facility walk through to check on all rest rooms, breakout area, workstations, meeting rooms, cabins, common areas, development areas for the quality of the housekeeping services.
- Identification, on time closure and reporting of snags.
- To discuss and assist facility manager on monthly basis on the vendor performance matrix.
- Ensure all the housekeeping calls are closed on priority and within TAT without escalations.

General Operations & Facility upkeep

- To ensure upkeep of breakout area & reprographic equipment's at all times and take necessary actions as required.
- To go for facility, walk around and ensure Walk around map & Guide is followed and maintained.
- To adhere to Client Policies, Processes & procedures and also the statutory documents
- To adhere to Client SLA & KPI as agreed with JLL
- To assist Facility Manager in all such ISO, Internal, External, audits that happen at Client and ensure necessary documentation are done
- To coordinate with engineering team for any issues that need help.
- Organizing induction program for all TPV & JLL staff
- Plan & train TPV staff on Client policies and requirements.
- Important and VIP client visits to be coordinated with Events team and should be managed without escalations.
- Should have complete knowledge & functionality of tools
- Should govern overall pest control, carpet maintenance, Wellness room, Ambulance, Indoor plants, Recreation room and Gym activities.
- Should participate and manage half yearly fire drill.
- All daily, weekly and monthly reports to be shared on time.
- All the relevant checklist to be governed and maintained as per requirement.
- Adopt to all the new implemented initiatives.
- Handling of EHS incidents on priority and communicating the same as per escalation matrix.
- Answering the employee query on phone and replying mails
- Follow the escalation process & matrix for any incident / issues (100%)
- Store & inventory stock.