Facilities Operations Manager

4 weeks ago

Mumbai, Maharashtra, India JLL Full time

About the Role

We are seeking a highly skilled and experienced Facilities Executive to join our team at JLL. As a Facilities Executive, you will be responsible for providing operational and administrative support to the Facility Management team assigned.

Key Responsibilities

  • Provide support to the AFM to ensure critical operational items are attended to within agreed time frames
  • Assist with the site audits & floor walks to be undertaken on entire Client site
  • Assist in tabulating site defects leading from the audits & floor walks and assist 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 co-ordinate 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.

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