Senior Facilities Coordinator

JLL empowers you to shape a brighter way Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services advisory and technology for our clients We are committed to hiring the best most talented people and empowering them to thrive grow meaningful careers and to find a place where they belong Whether you ve got deep experience in commercial real estate skilled trades or technology or you re looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward Corporate Solutions Integrated Facilities Management ROLE AND RESPONSIBILITIES OVERALL ROLE This client is a fast-paced collaborative and innovation-driven environment The requirement is for a mind set that is very hands-on energetic helpful and straight forward Achieve excellence in maintenance service programs at the client obtaining the highest possible standards and practices Manage the scope of contracts to ensure agreed deliverables are met within the stipulated time To provide comprehensive facility management for services to the client with a focus on continuous improvement Achievement of the Key Performance Indicators and Service Level Agreements targets POSITION GOALS To provide administrative support to FM for site teams To provide comprehensive management of services covering all facility services to the client with the focus of continuous improvement To achieve financial and other targets given by Facility Manger Achievement of the service level agreements ROLES AND RESPONSIBILITIES Site Operations Management Monitoring of Housekeeping related activities Arrangement of all consumables and supplies for Client VIP visits Interfacing with the pest control for carrying out the pest control activities at the facility Monitoring the mail room activities Preparing the Daily Weekly and Monthly reports Collecting all documents from the vendor for compliance audit Interacting with the Housekeeping vendor Taking facility rounds and find out snags and raising GUTS tickets for the same Follow up and close the tickets logged Effectively manage Facility team to ensure an on time deliverable system Routinely Inspect all services to ensure performance measures are being maintained Provide assistance to FM in all administrative functions security issues and Facility services and any other administrative functions deemed by Client Ownership of the Day to day administration including reports generation of the stocks tracker 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 and sign the shift register Meet the housekeeping in charge during the shift to discuss and communicate priorities for the shift and address complaints Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions Communicate to the FM all incidents issues and pending problems Take rounds of the facility regularly to identify issues in and initiate immediate rectification actions Managing MicroKitchen for stacking of Food Beverage cleanliness vending machines Stock Maintenance and all time availability of the same Monitoring the Food Vendors at site Monthly Accruals to be submitted to the FM Co-ordinate with Space planner for any moves Soft services stores and stocks to be maintained Indent monthly requirements for Soft services as per the month s budget Involve in Vendor staff Training Development Maintenance of Library books and stocks Manage Concierge Vendor for timeliness and for any escalations Laundry vendor co-ordination Gym Spa Bunker room Wellness room linen maintenance Oversee Horticulture requirements at site Maintaining stock and issuing of sports equipment Maintain Asset Register Vendor Management Vendor grooming and real time monitoring of services and periodic reviews and ensure adherence to SLA Carrying out Vendor Background Checks Processing of vendor Invoices Others Maintaining external employee data Preparing floor register for Health and Safety Issues for client Compile and update site account details Coordinate and organize events requested by the client Assist in the preparation of Daily reports Weekly Report and Monthly Management Report 24 7 emergency call support and site attendance is required Participate in emergency evacuation procedures including crisis management and business continuity Any responsibility task given by the client Manager going forward will be a part of the JD CANDIDATE SPECIFICATION KEY SELECTION CRITERIA Ideal Experience Tertiary qualifications in property building or facilities management preferable Excellent people skills and ability to interact with a wide range of client staff and demands Demonstrated experience with tendering and service improvement initiatives required Knowledge of occupational safety requirements Strong PC literacy and proven ability to manage daily activities using various systems Key Performance Measures Reports on time Accurate billing and invoicing Zero stock out of situation Maintain high standards of housekeeping of facility KEY STAKEHOLDERS Assistant Managers Vendor staff REPORTING TO Assistant Managers Location On-site -Gurugram HR Scheduled Weekly Hours 48 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 JLL Privacy Notice Jones Lang LaSalle JLL together with its subsidiaries and affiliates is a leading global provider of real estate and investment management services We take our responsibility to protect the personal information provided to us seriously Generally the personal information we collect from you are for the purposes of processing in connection with JLL s recruitment process We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons We will then delete it safely and securely For more information about how JLL processes your personal data please view our For additional details please see our career site pages for each country For candidates in the United States please see a full copy of our Equal Employment Opportunity policy Jones Lang LaSalle JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and or overall selection process - you may email us at accomodationrequest am jll com This email is only to request an accommodation Please direct any other general recruiting inquiries to our page I want to work for JLL