Roles and Responsibilities
Overall Role
o To provide an overall Facilities Management oversight services and assist the team with operational activities in finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. Oversee Technical & Soft Services such as Janitorial and Housekeeping, Pest Control, Landscape.
o To provide Receptionist and administrative support to on-site team.
o Ensure hygiene and environment safety of the site
Receptionist / Facilities Administrators
o Responsible for handling incoming and outgoing calls including distribution of any messages.
o Receive, inform and guide visitors including co-ordination with client employees.
o Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team
o Participate as a team member in responses to emergency situations for facilities matters
o Manage invoices, ensure commitment & payment records are maintained and that payments are received by vendors. o Directing first-line complaints in regards to soft services to Facilities Management team
o Ensure compliance with all governmental regulations on behalf of the client.
o Ensure effective completion of all incident reports.
o Assist FM on generating PO and Goods receiving o Ensure compliance with Jones Lang LaSalle minimum audit standards.
o Manage end user expectations and requirement.
o Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site. o Provide assistance to users as and when required.
Facilities Coordinator
Procurement & Vendor Management
o Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors\xe2\x80\x99 works) with minimal disruption, as needed
o Assist in the procurement of vendors and services as required
Finance Management
o Assist in PO/GR and processing of invoices
Environment, Health and Safety Management
o Conduct daily site inspection to ensure safety procedures on site are in place and working
o Assist in carrying out safety procedures when needed
o Support Mobile Engineering Service (MES) in the coordination and management of HVAC, M&E,
Fire Protection maintenance and repair services
o Assist with coordinating and scheduling maintenance activities at assigned Account.
o Follow established escalation procedures and incident reporting procedures
o Adhere to Jones Lang LaSalle\xe2\x80\x99s business conduct by ensuring compliance with the firm\xe2\x80\x99s guidelines, procedures and strategies
Site Operations Management
o Assist in the implementation of Industry Best Practice operations
o Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
o Seek ways to constantly reduce costs and improve operational standards
o Act SPOC for all Facilities & Site services touch points for employees and depending on the bandwidth \xe2\x80\x93 support other functions in the limited capacity \xe2\x80\x93 operations support, Event management, front office management.
o Maintain relationship with Landlord to ensure they are fulfilling their obligations to the client
o Coordinate and ensure that pantry, stationery items are always in stock
o Established ideas in providing users with an unique workplace experience and implementing it on site
o Ensure knowledge of staff movement, in and out of organization etc.
o Assist with the coordination and scheduling of cleaning, pest control, landscaping
o Resolve problems associated with all Site Services o Implement preventive, ongoing and anticipated maintenance/repair programs
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