Facilities Executive Soft Services

Job Description JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world-class services, advisory, and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers, and to find a place where they belong. Whether youve got deep experience in commercial real estate, skilled trades, or technology, or youre looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.POSITION GOALSTo 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 practices. Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager. To provide timely reports to the Facility Management. DUTIES & RESPONSIBILITIESProvide support to the FM 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, GRNs, 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 AON 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. 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 coordinate with various teams like Housekeeping, 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. Ensure 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. Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom. To check the attendance of our vendor's employee. Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria. Manage the Inventory Control of all facility-related items. Maintain Proper Log Book and mention the follow-up jobs if pending for the next shift. Log book to be shown and signed by F.M every morning. KEY PERFORMANCE MEASURESReports on time. Zero stock out situations. Client Satisfaction. Front office and Helpdesk supervision. ReportsDaily F&S Report. Daily facility round snag list. Monthly MMR Data. Monthly Dash Board Data. Location: On-site Gurugram, HR Scheduled Weekly Hours: 40 If this job description resonates with you, we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the tableJLL Privacy Notice Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally, the personal information we collect from you is for the purposes of processing in connection with JLLs recruitment process. We endeavor to keep your personal information secure with an appropriate level of security and keep it for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For additional details, please see our career site pages for each country. For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here. Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process including the online application and/or overall selection process you may email us at This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL. Locations: On-site