Facility Executive

JLL supports the Whole You, personally and professionally.

Facility Executive
Work Dynamics

Duties & Responsibilities
What this job involves
- To Assist Assistant Manager/ Manager Soft Services for the smooth running of operations.
Developing and implementing building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems.
To facilitate / handhold the Customers during all Client visits.
Ensure coordination for booking of conference/Meeting Rooms, food & beverage service, availability of AV equipment’s, projectors and other requirements
Ensuring an adequate supply of materials and service for the proper operation of the buildings and enter into supply and service contracts as approved by client
Routinely inspect all contracted services to ensure performance measures are being maintained.
Achieve Client satisfaction as per Client expectations.
Plan, organize and arrange internal events for any processes or business.
Develop contact and coordinate with Security team, GIT/IT, Admin team, Business team.
Timely inputs to Admin lead for any concerns
Any other specific arrangements (experience centers / town halls) to be made for the visit need to be informed well in advance for venue availability and necessary clearance from facility Admin to organize the same. Ensure compliance of regulations / requirements of JLL management.
Provide assistance in general administrative activities as required.
Contribute to the Monthly Management Report to Client.
Participate in Emergency Evacuation procedures including crisis management and business continuity.
Manage all Health and Safety issues and actively participate in Health and Safety reviews.
Assist with the re-sourcing of other aspects of JLL’s operation as required.
Perform other duties as required by JLL and Client.
Carrying out Vendor Background Checks.
Maintaining external employee data.
Preparing floor register for Health and Safety Issues for CLIENT.
Prepare SLA’s for Vendors.
Compile and update site account details.
Coordinate and organize events requested by business units of Client.
Compilation of snag list for Defect Liability Period (DLP) of the assets and coordinating with vendors for the rectification.
Assist in the preparation of Monthly Management Report and Quarterly Business Review reports.
Assist in Cross audit
Handle Cafeteria and Pantry Operations.
Conduct internal audit for food and beverage vendor.
Ensuring an adequate availability and supply of consumables relating to Pantry, Housekeeping services and Stationary
Ensure serviceability of all machines related to pantry and kitchen services.
Compile and follow-up Landlord issues through Landlord tracker.
Follow-up with the vendor for timely submission of invoices.
Regular training of all the soft services staff assigned.
Ensure record maintenance for all activities monitored/conducted.
Ensure attrition of assigned staff is less than 5% at all times.
Manages all appointments.
Responsible for maintenance and upkeep of front office.
Responsible for handling of incoming/ outgoing calls distribution.
Schedule meetings and conference rooms.
Ensure reception area is always tidy.
Coordinate mail flow in and out of office, Ensure receipt of magazines and newspapers for the building.
Maintaining the database of client contacts and telephone registers including call tracking.
Develop the necessary policies and procedures required for all functions within the scope of Reception.
Contribute to the Monthly Management Report to (Client).
Contribute in Daily Service Report.
Co-ordinate with Facility team for event management and other arrangements.
Assist in utilization of conference rooms/Meeting Rooms and other general administrative activities.
Book appointment calendars, meeting portals and make arrangements with staff.
Schedule follow-up appointments.
Managing stationaries of office.
Maintains Inventories, Requisition and Quotation of Housekeeping, Stationery & Medical.
Coordinate with Internal Staff in their projects.
Adhering to the timelines of work & assisting in general administrative activities.
Coordinate in events/festival Celebrations & R & R Activities.
To escalate any threat related calls informing to BM and security team leader.
Handling events like movie screening, Board Meetings, cocktail dinners etc.
Making sure that all the instructions and tasks given by clients are followed and completed in given time limit.
Ensuring smooth functioning of pantry services, housekeeping services and mail services.
Training for the entire soft services department.
Coordinating with all sub - vendors and accounts department for any invoicing issues.
To make JLL attendance and share with Audit Team
To make over time sheet for vendor staff.
To Maintain ISO related documents.
To conduct training for vendor staff.
To make sure the instruction given by the client related to COVID are properly followed by the staff.
Maintain Meeting Room Register, Com