Senior Facility Executive

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Job type: Full time

Reporting Manager: Facility Manager

Job Grade: Sr. Executive /Executive

Job Profile

Qualification: Degree

Overall Experience : 3 – 6 years (2-6 years)

Industry Type: FM Services, IT, Hotel

Industry Experience : 3 years (2 years)

Technical Skills: MS Office & Mail Communication,

Generic Skills: Communication, Interpersonal, Vendor Management

Behaviors: Teamwork, Learning attitude & Positive thinking

Job Aim

Duty Manager, Facilities, will be responsible for managing all aspects of day-to-day service delivery in office during the shift. He/ She also will be accountable for proper usage and functionality of the technologies implement at site

Responsibilities

Helpdesk/Mailroom Operations

To provide management advice on Helpdesk/Mailroom for escalated issues during the shift

To ensure immediate response to all priority calls from employees and Siebel team during the shift and follow escalation process

Clearing of C-mail / Government agencies mail to the proper recipient.

To ensure accident or crises management is addressed immediately

Front Office Operations

To provide management advice for Front Office for escalated issues during the shift.

To ensure immediate response to all priority calls during the shift and follow escalation process

To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping & upkeep

Security Operations

Attending the shift briefing

To ensure Security muster, deployment and make sure to acknowledge on the register for any penalties/comments for the improvement in security services

To ensure that the security assignment manager or security in-charge of the facility is being updated on the client's/VIP visits

To ensure that the security related issues are discussed with security assignment manager and also on priority for the shift and ensure there is an action and tracking for the issue closure.

To ensure that security staff adheres to GAP norms.

To discuss and assist facility manager and security Manager (pan India) on monthly basis on the vendor performance matrix.

To ensure the Grooming of the staff

To manage the overall key room, cloak room and time office operations.

To ensure weekly training is imparted and staff grooming standard is maintained.

To ensure VMT tool (vendor management tool) is up and run all the time

To ensure all registers/tools update for material movements (In & Out) on day-to-day basis

Follow the escalation matrix if anything is wrong.

Ensure implementing EHS practices (PPEs etc.) in and around the security premises

Ensure to update the new assets in the asset tracker & update the relevant stakeholders (WM & CEs)

Housekeeping Operations

Attending the shift briefing

To ensure housekeeping muster, deployment and ensure acknowledgment on the register for and penalties/comments for the improvement in housekeeping services.

To ensure that the housekeeping duty manager or housekeeping in-charge of the facility is being updated on the client's/VIP visits.

To ensure that the housekeeping related issues are discussed with housekeeping duty manager and also on priority for the shift and ensure there is an action and tracking for the issue closure.

To ensure a facility walk through to check on all restrooms, breakout area, workstations, meeting rooms, cabins, common areas, development areas for the quality of the housekeeping services.

Identification, on time closure and reporting of snags.

To discuss and assist facility manager on monthly basis on the vendor performance matrix.

Ensure all the Siebel housekeeping calls are closed on priority and within TAT without escalations.

Cafeteria Operations

To ensure caterers maintain a high standard of hygiene & cleanliness in the services areas

During food run out situation, ensure the matter is escalated to catering lead and coordinate with the catering vendor or any other alternative arrangements

To ensure random food samples test is done by Office authorized vendor and results are taken up accordingly.

To manage and supervise the quality, quantity and the cost of meals and refreshments being served in the cafeteria.

To ensure that the operating hours, menus will be prominently displayed in all prominent places in the cafeteria.

To conduct quarterly traffic analysis and ensure that waiting time on the cash counter and food counters and Sodexho counters shall be within tolerable limits.

To ensure that the table & chairs are cleaned at all times and the frequency shall be modulated according to the traffic.

To ensure that tracking is done on the vendor crockery like spoons, plates etc. to ensure no shortages.

Should conduct monthly random Kitchen audit of the vendors.

Escalate Facility Manager and then Lead on escalations.

Ensure the hygiene of the cafeteria vendors operating in stalls.

Ensure PPE are used by vendor staff while serving, cooking and washing.

Estate Management

Ensure necessary approvals are taken by the builder team on cases-to-cases basis during specific events

Coordination with builder on guarding services and common area upkeep daily / weekly / monthly

Co-ordinate with builder security for logistics requirement

Co-ordinate with builder for pest control activity closure

Take proper rounds in all common areas maintained by builder

Co-ordination with builder HK team & ensure daily HK activity in place in common areas

Make snag reports pertaining to common areas and follow up for closure

Coordination for beehive removals and pest control

Coordination with builder security team for any logistics requirement

General Operations

To ensure upkeep of breakout area & reprographic equipment's at all times and take necessary actions as required.

To ensure all such communication is entered in the duty manager's logbook to inform the next shift person. Proper handing over and taking over to be done.

To go for facility, walk around and ensure Walk around map & Guide is followed and maintained.

To adhere to Client Policies, Processes & procedures and also the statutory documents

To adhere to Client SLA & KPI as agreed with JLL

To assist Facility Manager in all such ISO, Internal, External, audits that happen at site and ensure necessary documentation are done

To coordinate with engineering team for any issues that need help.

Organizing induction program for all TPV & Jll staff

Plan & train TPV staff on Client policies and requirements.

Daily and monthly updating of OLA in the SMDRS tool.

Important and VIP client visits to be coordinated with Events team and should be managed without escalations.

Should have complete knowledge & functionality e. Fit tools (VMT, IMT, Site Ops. Site Inspection tool), BGC and work permit tool.

Should govern overall pest control, carpet maintenance, Wellness room, Ambulance, Indoor plants, Recreation room and Gym activities.

Should conduct all the scheduled meetings and focus meets with projects as per calendar.

Should participate and manage half yearly fire drill.

All daily, weekly and monthly reports are to be shared on time.

All the relevant checklist to be governed and maintained as per requirement.

Adopt to all the new implemented initiatives.

Handling of security, EHS incidents on priority and communicating the same as per escalation matrix.

Answering the employee query on phone and replying to mails

Follow the escalation process & matrix for any incident / issues (100%)

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.