Facility Executive

**JLL supports the Whole You, personally and professionally.**

**Facilities Executive**

**Work Dynamics**

**What this job involves**:
Prioritizing 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.

Going above and beyond expectations

Client satisfaction is second nature to the person in charge. In this role, you’ll take on difficult issues and seek out opportunities to improve operations. You’ll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.

In addition, you’ll carry out routine service audits to ensure that the team maintains its overall performance. You’ll also be in charge of creating stock reports, meeting minutes and monthly management reports to the clients.

Provide comprehensive facility management for services to the client, with a focus on continuous improvement. Achievement of the Key Performance Indicators and Service Level Agreements targets.

**POSITION GOALS**

To provide administrative support to FM for site teams
To provide comprehensive management of services covering all facility services to the client with the focus of continuous improvement
To achieve financial and other targets given by Facility Manger.
Achievement of the service level agreements.

**ROLES AND RESPONSIBILITIES**

Site Operations Management
Monitoring of Housekeeping related activities
Arrangement of all consumables and supplies for Client / VIP visits
Interfacing with the pest control for carrying out the pest control activities at the facility.
Monitoring the mail room activities
Preparing the Daily/Weekly and Monthly reports
Collecting all documents from the vendor for compliance audit
Interacting with the Housekeeping vendor.
Taking facility rounds and find out snags and logging complaint with the Help Desk.
Follow up and close the complaint logged.
Effectively manage Facility team to ensure an on time deliverable system.
Routinely Inspect all services to ensure performance measures are being maintained
Provide assistance to FM in all administrative functions, security issues and Facility services and any other administrative functions deemed by Client
Ownership of the Day to day administration, including reports generation of the stocks tracker.
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 the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
Communicate to the FM all incidents issues and pending problems
Take rounds of the facility regularly to identify issues in and initiate immediate rectification actions

**Vendor Management**

Vendor grooming and real time monitoring of services and periodic reviews and ensure adherence to SLA
Carrying out Vendor Background Checks.
Processing of vendor Invoices

Others
Maintaining external employee data.
Preparing floor register for Health and Safety Issues
Compile and update site account details.
Coordinate and organize events requested
Assist in the preparation of Daily reports, Weekly Report and Monthly Management Report
24/7 emergency call support and site attendance is required
Participate in emergency evacuation procedures including crisis management and business continuity

**CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA**

Ideal Experience
Tertiary qualifications in property, building or facilities management preferable
Excellent people skills and ability to interact with a wide range of client staff and demands
Demonstrated experience with tendering and service improvement initiatives required.
Knowledge of occupational safety requirements
Strong PC literacy and proven ability to manage daily activities using various systems.

**Key Performa