Job Description

We are looking for : Assistance Site Service Manager (Facilities Management) Location: Kuala Lumpur OVERALL ROLE The requirement is for a mindset that is very hands-on, energetic, helpful and straightforward. Achieve excellence in maintenance and technical service programs, obtaining the highest possible standards and practices. Manage the scope of contracts to ensure agreed deliverables are met within the stipulated time. To provide comprehensive facility, contract and procurement management for services, with a focus on continuous improvement and critical environment and equipment maintenance. To achieve financial and other targets established by the Country Lead and Regional Team. Achieve Key Performance Indicators and Service Level Agreements targets. Site Operations Management Assist Hub Lead in service delivery in accordance with client KPIs and SLA Developing, implementing and maintaining building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems Ensuring an adequate supply of materials and service for the proper operation of the buildings Coordinate with Building Managers & the Business Units on Project issues Manage a program of weekly inspections for the property to ensure correct building operations, energy conservation and cleanliness is upheld Management of Preventive and Planned Maintenance programme to minimise maintenance, repair and replacement costs together with minimising the risk of equipment failure. 24/7 emergency call support and site attendance is required Recommend continuous quality improvement practices and implement Best Practice operations Ensure all Critical Environment (CEM) requirements are met (secondary) Ensure all Reactive Maintenance is completed as per the agreed timeframes. Review existing operations regularly to reduce costs and improve operational standards POC for Sustainable Pursuits Initiatives (secondary) Risk Management Ensure full compliance with all local and governmental regulations and legislations Ensure a property risk management program including audits is implemented and maintained Ensure disaster recovering and business continuity plans are implemented and maintained Ensure escalation procedures and incident reporting procedures are implemented and in place Assist in the development of guidelines and strategies to ensure compliance with JLL business conduct People Management Ensure high staff morale, trust and work ethics Build and maintain an environment that supports teamwork, co-operation and performance excellence within team Mentor and enable Training & Development of team members Coordinate with the Facility Manager on the implementation of FM Procedures and train FM staff Client/Stakeholder Management Proactively engage stakeholders to ensure that on site client\'s expectations are met through high levels of customer service Build and develop effective client / stakeholder relationships across multiple levels of the organisation On-site key point of contact for Facilities in the client\'s premises Provide a cooperative environment with customers, ensuring high levels of engagement Provide a positive environment where things do get done; providing flexibility and understanding how to say no, while still providing a service and keeping the user happy Proactively understand the customers/ employees needs and act on them before being requested Procurement & Vendor Management Ensure vendors are well-managed, delivering services on time and within budget Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as JLL best practice Contracts Management Plan and manage all contracts to ensure that they are professionally delivered at the right costs Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed Ensure contracts are continually assessed to deliver best value to the client Finance Management Actively work to ensure that the site\'s financial operations are meeting or exceeding targets and control requirements including the JLL Code of Ethics Ensure financial processes are followed at all times Assisting with the preparations of strategic plans, budgets, and client reports, including financial reconciliation for service contract accounts. Health & Safety Management (secondary) Ensure the provision of a safe working environment Ensure compliance with statutory regulations on fire, health and safety standards User Ticket System (GUTS) Manage GUTS requests which will be the focal point for day-to-day operational activities Log and monitor all service requests in GUTS, ensuring that each request is routed to the correct team member/vendor who is responsible for performing the request and such vendor is fully aware of the requirements and timescales detailed in the account contract. Track each request to ensure it is closed correctly and in accordance with the required timescales detailed in the account Contract. Administer any changes in the GUTS portal Ensure GUTS KPI is met Events Coordination / Support Management of the GEMs tickets. Coordination on set-up for the event requirements (security arrangement, IT, cleaning, configuration, etc). Coordination with stake holders on the reallocation of rooms. Administration of meeting rooms & Confman. Provide reception cover during lunch hour and when necessary. Profitability and Savings Initiative Develop initiatives and strategies that lead to cost savings and service improvement Education and Experience Requirement Min. Bachelor\'s degree in facilities management, building, business or other related field &/or 2-5 years experience in facilities, property management, hospitality or related field Has experience working in Information Technology or BPO environment Knowledge of local occupational health and safety requirements Excellent people skills and ability to interact with a wide range of client staff and demands Demonstrates proactive & professional approach to customer service and stakeholder engagement Demonstrated experience with tendering and service improvement initiatives required Knowledge of vendor management for specialized services : Proven capacity to understand and interpret commercial contracts Has an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) Strong budget management and financial analysis skills Demonstrated experience with continuous improvement initiatives Demonstrated experience with client reporting and preparation of reports Strong communicator - Good presentation skills and possesses strong verbal & written communication skills (English & local language), also an active listener Passion for quality - has an eye for detail to make sure the best delivery of services

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