Soft Services Coordinator

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.

Title Soft Services Coordinator

Reporting to Assistant Manager/ Manager - Client Services

Key stakeholders IFM

Direct Reports

Team consisting of

1. Vendor Staff

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 Facility Manager 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.

Performance objectives

Meet or exceed best practice in provision of services through contracts

Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager.

To achieve excellence in preventive maintenance programs at Client with highest standards and ensure energy conservation practices.

Achieve key performance indicators & Service level agreement targets.

To provide comprehensive facility and contract management for Client, with a focus on continuous improvement.

Compliance with the Service Level Agreement established between JLL and Client.

Perform as per KPI stipulated by Facilities Manager.

Ensure delivery of Specific Responsibilities as assigned.

Adherence to training schedules/52-week calendars

Key skills

Facility Executive will have responsibility for the management of a wide range of on-ground issues & to provide timely inputs to ensure smooth day-to-day operations.

Facility Executive will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from Client staff and arrangements pertaining to all operating expenditures.

Well-groomed and presentable all the time.

Good communication Skills.

Good interpersonal skills.

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.