Job Description

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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Jones Lang LaSalle