Facilities Executive

JLL supports the Whole You, personally and professionally.

Facilities Executive
Work Dynamics

**What this job involves**:
Prioritising the facilities’ needs
Working with both the facilities manager and the assistant facilities manager, you’ll oversee the property’s day-to-day operations and ensure that all administrative functions, security issues and facility services are covered. Likewise, you’ll strive for continuous improvement in the process.

You’ll also keep an eye out on the property’s supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine. Likewise, you’ll manage supply and service contracts as approved by clients.

In addition, you’ll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You’ll also be on top of health and safety issues that may arise, and actively participate in reviewing them.

Also part of your mandate is to monitor the property’s budget. As the person in charge, you’ll make sure that there’s enough petty cash to support operations. You’ll also see to it that vendor invoice processes comply with standards.

POSITION GOALS
To provide administrative support to the Facilities Management team.
To ensure timely and accurate completion of FM reports

DUTIES & RESPONSIBILITIES
Be accessible for escalation of all FM related issues during the shift
Oversee the Helpdesk work process during the shift
Provide management advice to Helpdesk operators for escalated issues
Ensure immediate response to Priority Calls
Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift
Oversee the Mailroom process during the shift.
Provide management advice to Helpdesk operators for escalated issues
Oversee the Front Office function during the shift
Ensure visitors are promptly attended by the Front Office Executives (FOE)
Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep
Ensure the FOE has placed newspaper and magazines in the reception area as necessary
Oversee the Security Function during the shift
Muster all the security guards 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 security in charge during the shift to discuss and communicate priorities for the shift and address complaints
Oversee the Housekeeping Services during the shift
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 Cafeteria Services during the shift
Ensure that the caterers are maintaining highest standards of hygiene in the services area
Ensure that the quality and quantity of the food supplies are meeting the requirements
When the food supplies run out, escalate the matter to the caterers’ management immediately and make swift alternate arrangements. In such a scenario communicate with the users and provide alternate solutions and appease them
When in day shift, provide employee attendance details from transport division to the caterers
Oversee the upkeep of indoor plants and take necessary action if required
Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
Communicate to the next shift as well as the FM through the shift log book all incidents issues and pending problems of the shift and handover formally to the next Duty Manager
Take rounds of the facility regularly to identify issues in Housekeeping/Security and Cafeteria etc and initiate immediate rectification actions
Prepare weekly shift rosters for Helpdesk, Front Desk and Mailroom and communicate in advance to the staff and transport division

Strong knowledge of property operations

Solid background in team management
Are you an adept leader with a proven track record in managing a team? Are you capable of effectively rolling out improvement plans? Do you possess superior communications and reporting skills? If these soft skills are your areas of expertise, then we are more than thrilled to have you aboard.

**What we can do for you**:
At JLL, we make sure that you become the best version of yourself by helping you realise 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.

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 priori