Building Operations, Facilities Services

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FACILITY EXECUTIVE - SOFT SERVICES
Corporate Solutions (Integrated Facilities Management)
ROLE AND RESPONSIBILITIES
OVERALL ROLE
Client is a fast-paced, collaborative and innovation-driven environment. The requirement is for a mind set that is very hands-on, energetic, helpful and straight forward. Achieve excellence in maintenance service programs at Client, obtaining the highest possible standards and practices. Manage the scope of contracts to ensure agreed deliverables are met within the stipulated time. To 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 raising GUTS tickets for the same
Follow up and close the tickets 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
Managing MicroKitchen for stacking of Food & Beverage, cleanliness, vending machines, Stock Maintenance and all time availability of the same
Monitoring the Food Vendors at site.
Monthly Accruals to be submitted to the FM.
Co-ordinate with Space planner for any moves.
Soft services stores and stocks to be maintained
Indent monthly requirements for Soft services as per the month’s budget.
Involve in Vendor staff Training & Development.
Maintenance of Library books and stocks
Manage Concierge Vendor for timeliness and for any escalations
Laundry vendor co-ordination.
Gym, Spa, Bunker room& Wellness room linen maintenance.
Oversee Horticulture requirements at site.
Maintaining stock and issuing of sports equipment.
Maintain Asset Register
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 for Client
Compile and update site account details.
Coordinate and organize events requested by Client
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
Any responsibility/ task given by the client/ Manager, going forward will be a part of the JD.
**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 Performance Measures
Reports on time
Accurate billing and invoicing
Zero stock out of situation
Maintain high standards of housekeeping of facility
KEY STAKEHOLDERS
Clientrs
Assistant Managers
Vendor staff
REPORTING TO
Assistant Managers
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offe