Facilities Executive

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Facilities Executive

Work Dynamics

**Number of Subordinates**:
Position’s Goal
To provide operational and administrative support to the Facility Management team assigned.

Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.

Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management.

Deliverable Role/Responsibilities
Provide support to the AFM to ensure critical operational items are attended to within agreed time frames

To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.

To assist with the site audits & floor walks to be undertaken on entire Client site

Assisting in tabulating site defects leading from the audits & floor walks and assisting 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.

Education / Yrs. of Experience
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 desirable. Proven ability to function effectively as part of a team. Proven ability to initiate and follow through with improvement initiatives

Skill Sets

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

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 am