Facilities Executive

JLL supports the Whole You, personally and professionally.
Facilities Executive
Work Dynamics
**What this job involves**:
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 practice.
Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management.
**Roles & 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.
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
Years of industry experience
What we’re looking for someone with 6 - 8 years of experience in operations and facility management with a graduation degree.
Undeniably superior soft skills
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 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 skill will be a