Facilities Management Specialist

3 weeks ago

Mumbai, Maharashtra, India JLL Full time

About the Role


We are seeking a skilled Facilities Executive to join our team at JLL. This is an exciting opportunity to work with a leading global provider of real estate and investment management services.


Key Responsibilities



  • Provide operational and administrative support to the Facility Management team.
  • Use initiative and creativity in performing IFM operations duties and assist the team in implementing more efficient work practices.
  • Administer Standard Operating Procedures for all Soft service areas, working with the site Assistant Manager to provide timely reports to the Facility Management.
  • Assist with site audits and floor walks to be undertaken on entire Client sites.
  • Assist in tabulating site defects leading from the audits and floor walks and assist with setting deadlines for the defects to be rectified.
  • Ensure timely training and reporting for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff, etc.
  • Be responsible for the site during the entire shift.
  • Filing of site-related documents, including challans, GRNs, etc.
  • Ensure enough consumables stock is maintained on site and report any shortfalls to the site lead.
  • Ensure all processes are followed as per the Standard Operating Procedures of BACI, including stationery, midnight snacks, material movement, etc.
  • Submit timely reports as requested by the Assistant Manager and Facility Manager.
  • Ensure employee health and safety and related services.
  • Ensure that the vendor escalation process is followed.
  • Ensure that all cleaning and maintenance schedules are adhered to.
  • Complete any specific responsibilities as specified by the managers.
  • Track Facility Operating Expenses.
  • Process all invoices for payment, taking approval from the Client/FM and then submitting to MIS and billing department.
  • Liaise with the client Finance team.
  • Client billing/invoicing and follow-up payments from clients.
  • Monitor all housekeeping/pantry/stationery consumables and ensure reordering.
  • Maintain the Billing Tracker.
  • Arrange all consumables and supplies for Client/VIP visits and arrange/block Board rooms for meetings and conferences, brief the Receptionist.
  • Take regular Facility rounds of the property and coordinate with various teams, including Housekeeping, Security, Maintenance, and keep the AFM/FM updated.
  • Prepare the snag list (soft copy) date-wise and coordinate with BMS and Housekeeping to close noticed points.
  • Properly check vending machines and photocopier machine reading.
  • Check H.K attendance on a daily basis.
  • Check food quantity and food testing before lunch/dinner starts.
  • Coordinate for Medical Emergencies as and when required.
  • Take regular briefings of Help Desk/Mail room Executive.
  • Provide management advice to Helpdesk for escalated issues.
  • Ensure immediate response to priority calls.
  • Coordinate with facilities helpdesk regarding the arrangements of the day.
  • Oversee the Front office Function during the shift.
  • Ensure that 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.
  • 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 a Proper Log Book and mention follow-up jobs if pending in the next shift.
  • Log Book Shared with FM every shift.

Requirements



  • 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 are desirable.
  • Proven ability to function effectively as part of a team.
  • Proven ability to initiate and follow through with improvement initiatives.
  • 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.

What We're Looking For


We're looking for someone with 6-8 years of experience in operations and facility management with a graduation degree. Undeniably superior soft skills are required. As the Lead, you'll demonstrate your expertise in interacting with a wide range of clients and staff - that's why impeccable people skills will be a handy talent. Likewise, you must show your aptitude in developing improvement initiatives with the ability to perform under pressure. You must also display flexibility in managing daily activities using various systems & possess strong interpersonal skills with the ability to build rapport quickly. Excellent communication and leadership skills will be a must.


What We Can Do for You


At JLL, we make sure that you become the best version of yourself by helping you realize 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.


Location


On-site - Mumbai, MH


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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