Provide general overall Facility Management services including continuous monitoring of facility. Work with property managers to handle routine property management operations, including: procurement of property supplies and services, issuing purchase orders, managing bid requests and service/ construction contracts, and processing of accounts payable and accounts receivable.
Primary Responsibilities
Administrative Function
- Assist Facility Management Team with tactical planning for the team s goals and objectives
- Provide facility specific assistance to the project management team as needed or requested
- Manage and maintain small facility management tasks as assigned
- Coordinate special events in support of client or JLL
- Provide support for meetings and conference room reservations as needed and directed
- Assist with the coordination and scheduling of maintenance activities
Communication and Relationship Coordination
- Provide general overall facility management services including continuous monitoring of office/facility
- Act as an interface with client, visitors and guests
- Ensure appreciate follow up with customers
- Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/ execution of work within client environment with minimal disruption
Compliance
- Properly and effectively administer and maintain all security systems
- Assist with budgetary requests, analysis and reporting
- Assist with researching, analyzing and reporting budget variances
Job Requirements
Education
Associates degree in facilities management, building, business or other related field or equivalent work experience (bachelor s degree, preferred)
Executive Soft services will be responsible for managing all aspects of day to day service delivery in Client during the shift. He/She also will be accountable for proper usage and functionality of the technologies implement at site.
Roles & Responsibilities:
Mailroom Operations
- To provide management advice on Mailroom for escalated issues during the shift.
- To ensure immediate response to all priority calls from employees during the shift and follow escalation process.
Front Office Operations
- To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping & upkeep.
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 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 supervisors and ensure there is an action and tracking for the issue closure.
- To ensure a facility walk through to check on all rest rooms, 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 housekeeping calls are closed on priority and within TAT without escalations.
General Operations & Facility upkeep
- To ensure upkeep of breakout area & reprographic equipment s at all times and take necessary actions as required.
- 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 Client 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.
- Important and VIP client visits to be coordinated with Events team and should be managed without escalations.
- Should have complete knowledge & functionality of tools
- Should govern overall pest control, carpet maintenance, Wellness room, Ambulance, Indoor plants, Recreation room and Gym activities.
- Should participate and manage half yearly fire drill.
- All daily, weekly and monthly reports 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 EHS incidents on priority and communicating the same as per escalation matrix.
- Answering the employee query on phone and replying mails
- Follow the escalation process & matrix for any incident / issues (100%)
- Store & inventory stock.
