Job Description

Overview

The individual will assume the lead role in the delivery of facilities management (FM) services to the client. He/she will be the single point of contact for the client and will be responsible for:

• Ensuring a high level of client satisfaction, establishing and managing the service delivery team, delivering key initiatives as well as ensuring consistency in processes, systems, and reporting
• Ensuring the efficient and consistent operation of all facility activities to meet contractual obligations with respect to the scope of the work portfolio of the client throughout.
• Achieving the client\xe2\x80\x99s outsourcing objectives of cost savings, high quality, consistency, and risk management.

Duties & responsibilities

Client and Account Management

• Be the single point of contact for JLL site service delivery and as the escalation point.
• Be accountable for the service delivery to meet the contractual obligations of JLL
• Manage relationships with key stakeholders in the client\xe2\x80\x99s organization.
• Develop and maintain a detailed understanding of client\xe2\x80\x99s business and key factors influencing their requirement for our services.

Contract Management

• Ensure adherence to the contract.
• Be responsible for the achievement of the key performance indicators, service levels, and other measures as contracted.
• Implement and manage the change control process.

Financial Management

• Be responsible for the achievement of the agreed financial targets for the account; revenue.
• Look for opportunities to cross-sell services.
• Responsible for collection of fees from client and tracking of outstanding payments.
• Monitoring all site expenses by following the agreed budget
• Implementing proper financial tracker for PO, PR, GR, and invoicing

Operations

Providing onsite support

• You will be the facilities management\xe2\x80\x99s trusted right hand on all facilities-related activities.
• You will do this by performing routine site inspections to ensure all processes and best practices are implemented and maintained.
• You\xe2\x80\x99 will lend to the team by providing admin support including front desk duties, basic housekeeping, and appointment coordination. Also, part of your job scope is to hit key performance indicators and meet service-level agreements.
• Event or meeting coordination requested by the client.
• Engaging with client for feedback on facilities and daily operations works.
• Assisting to send the work permit to building management

Client onboarding support

• Support business administrators on new joiner/leavers arrangements - access card application/collection
• Prepare the starter pack for the new joiners
• Keep track & reporting on starter pack inventory

Office utilization data compilation & entry into tracker

• Electricity/Water/Space Occupancy data
• Waste management
• Pantry consumables in/out tracker
• Locker & cabinet tracker
• Assisting for PO/DO/Invoice, maintaining files and reports and all other facilities related files.
• Other assigned administrative tasks

Meeting the clients\xe2\x80\x99 facilities needs

• In this role, you\xe2\x80\x99ll be responsible for working closely with clients and suppliers onsite to identify their facility-related inquiries and requirements.
• Your planning and budgeting skills will also be vital to the job, as you\xe2\x80\x99ll take part in the procurement of vendors and services from time to time.

Making everyone safe and risk-free

• In this role, you will ensure everyone\xe2\x80\x99s health and safety by keeping safe workplace procedures in place and in order. You\xe2\x80\x99ll also be expected to carry out these procedures, as needed.
• You\xe2\x80\x99ll also be expected to follow escalation and incident reporting procedures, and comply with the firm\xe2\x80\x99s guidelines and strategies.
• Understand the operational requirements of the elements of the site and ensure that current contracts are maintained to provide necessary supplies and services.
• Build and develop effective client/stakeholder relationships across multiple levels of the organization
• Carry out facility walks to upkeep the facility condition to ensure client facilities are well maintained
• Ensure the cleanliness and tidiness of the office
• Manage facilities requests and ensure they are tracked and duly logged
• Ensure the office facilities under the scope of work are well managed
• Responsible and monitor the planned preventative maintenance schedule
• Coordinate with vendors, explain requirements, seek quotations, complete analysis & evaluation, prepare presentation materials, provide recommendations & arrange a work schedule
• Manage all outsourced service vendors\xe2\x80\x99 performance and perform regular performance meetings and review with vendors
• Support client with critical out-of-hours issues & participate as a key team member in responses to emergency situations
• Compile the appropriate reporting for the clients
• Provide interface with client\xe2\x80\x99s representative and BMO
• Perform any ad hoc duties assigned by superior when required Finance Management
• Assist in financial processes for the facilities management team, to ensure that all financial management requirements are completed in a timely and accurate manner
• Ensure prompt and accurate management of purchase orders, as required
• Responsible for invoice submission, finance reports, and tracking before the cut-off date

Environment, Health & Safety Management

• Responsible for the implementation and maintain the Risk Register which identifies major property risks including occupational health and safety, fire safety, and environmental.
• Take preliminary actions/steps to identify, evaluate and recommend control measures for a variety of environmental, health, and safety concerns
• Perform site inspection regularly in terms of EHS
• Establish and maintain the escalation and incident reporting procedures
• Support the Client EHS team on the annual fire evacuation exercise with the Building Management Office.

Employee Specifics

• Bachelor of Engineering or equivalent Diploma (Electrical or Mechanical, Administration, Business Studies)
• The ability to extract and analyse data into clear and logical reports with particular attention to detail.
• Proficient in the use of the MS Office product suite including Word, Excel, PowerPoint, and Outlook, particularly Excel with knowledge of pivot tables, lookups, complex formulas, etc.
• FM experience to be between 3 to 5 years.

Key skills

Leadership

• Sets objectives and measurable goals and motivate others to achieve them.
• Acts as a leadership role model by behaving consistently with cultural requirements

Personal Effectiveness

• Coaches and develops staff and provides regular feedback and guidance.
• Set stretch targets for self and others, monitor and manages individual and team performance

Decision Making

• Is able to make difficult decisions and resolve problems or improve operations.
• Actively searches out opportunities to achieve the best results

Relationship Building

• Promotes open, constructive, and collaborative relations with superiors, subordinates, peers, and clients.
• Gains the respect of clients, and where appropriate, with the broader business community.

Communications

• Regularly communicates vision, strategy, plans, and performance in a clear and motivational manner
• Listens effectively and communicates through actions and example.

JLL Privacy Notice

JLL, together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL\xe2\x80\x99s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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Jones Lang LaSalle