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Title: Facilities Executive Soft

Business unit: Integrated Facilities Management

Reporting to: Assistant Facilities Manager

Key stakeholders: Account Management team, RES team of CLIENT and other stakeholders

Direct reports: Nil (vendor staff to be managed)

Duties & responsibilities:

What this job involves –

OVERALL ROLE

Facility Operations

·         Manage all outsourced soft services and Jones Lang LaSalle personnel, including inspections and quality management of service delivery – this includes all cleaning functions i.e., Facilities Management, reception, pest control, housekeeping, mailroom, furniture-fixture maintenance, plantation management and other required client services along with technical services.  

• Develop and implement building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems.
• Ensure an adequate supply of materials and service for the proper operation of the buildings and enter into supply and service contracts as approved by CLIENT.
• Routinely inspect all contracted services to ensure performance measures are being maintained according to their defined SLAs and scorecards.
• Plan, organize and arrange internal events for any processes or business.
• Actively coordinate with landlord on daily closure of snags and focus on continuous enhancement of service deliveries related to building activities.
• Monitor and prepare reports on scrap disposal and waste management.
• Ensure continuous supply of office stationery and consumables to maintain business continuity with defined inventory on site.
• Capture cost and tracking methods for all consumables and other supplies.
• Achieve client satisfaction to client expectations.

Staff Management

·       Manage and assist with the personal development of all direct reports.

·       Actively seek to train subordinates in all aspects of the non-technical services.

·       Actively multi skill all Jones Lang LaSalle staff to increase flexibility and job satisfaction.

Reporting

• Assist in compilation of all required MIS related to Soft services.

·       Contribute to the monthly management report and quarterly business review to CLIENT and other reports as required.

·       Support the Manager, Facilities on process implementation, standardization and benchmarking and achieving short- and long-term operational cost saving initiatives.

Vendor Management

• Soft service-related vendor grooming and real time monitoring of services and periodic reviews.

·       Manage service contracts including inspections and quality management of service delivery.

·       Management of contract resource to achieve service level agreements to key performance indicators at an optimum cost for CLIENT.

·       Ownership of completing the purchase process undertaken by self or peers

·       Ensure timely payments to vendors.

·       Follow a structured vendor management program as per CLIENT specifications which includes monthly meetings with vendors with a proper agenda and carrying out relationship health checks.

MAJOR RESPONSIBILITIES

·       Will be responsible for overall delivery of the Soft services.

·       Achievement of contracted service levels and performance indicators.

·       Achievement of contracted customer satisfaction expectations.

·       Management of resources to ensure no disruption to CLIENT’s business.

·       Achievement of savings initiatives as agreed with CLIENT.

·       Achievement of IPMP goals as agreed with the manager.

·       Actively participate and deliver creative ideas to CLIENT in all sustainability related programs.

·       Raise a building incident report for any incident that occurs within the premises and follow up on the same till its closure.

·       Address queries/requests that arise out of the fortnightly forum.

·       Accountable for all inventories and contracts for FM related equipment.

·       Provide physical signoffs for all invoices provided by the landlord and vendors.

·       Conduct and assist in cross facility audits for CLIENT.

·       Coordinate all weekend and daily activities (internal, landlord & vendor) according to the annual planned preventive maintenance calendar.

·       Coordinate fire evacuation drills and first aid training

Relationship Building

·       Promotes open, constructive and collaborative relations with superiors, subordinates, peers and clients.

·       Gains respect of Jones Lang LaSalle people, clients and where appropriate with the broader business community.

Communication

·       Listens effectively and communicates through actions and examples.

·       Has strong written and oral communication skills.

Decision Making

·       Is able to make difficult decisions and resolve problems or improve operations.

·       Actively searches out opportunities to achieve best results.

Personal Effectiveness

·       Set stretch targets for self to achieve maximum team performance.

·       Sets stretch targets for team to achieve maximum team performance.

Others

·       Participate in emergency evacuation procedures including crisis management and business continuity.

·       Manage all health and safety issues and actively participate in reviewing the same.

Performance objectives

·       To achieve financial and other targets established by the Operations Manager – Facilities.

·       Achievement of the key performance indicators and service level agreement targets as decided by CLIENT and Jones Lang LaSalle.

·       To deliver the global benchmark standards through the team of Jones Lang LaSalle for CLIENT.

• Achievement of contracted service levels and performance indicators.
• Achievement of contracted customer satisfaction expectations.
• Management of resources to ensure no disruption to CLIENT’s business.  
• Achievement of savings initiatives as agreed with CLIENT.
• Achievement of IPMP goals as agreed with the manager.

Key skills

1.                   Knowledge and understanding of relevant legislation, codes of Practice, guidance and operating procedures.  Ability to keep abreast of trends and related best practice.

2.                   Evidence of strong interpersonal skills in order to establish credibility with colleagues and senior management and to foster effective working relations with a wide range of senior internal, client and external contacts.

3.                   Influencing/negotiation skills with the ability to adopt different styles depending on the circumstances.

4.                   Identify conclusions or approaches to problems.

5.                   Systematic approach with good attention to detail.

6.                   Excellent PC skills, proficient in Microsoft Word and Excel.

7.                   Interest in continuous improvement and development of new technologies.

8.                   Solid organizational skills, analytical ability and communication flair.

9.                   Ready to work extra Hours if required.

10.                Pleasant Personality & Good Attitude.

11.                Excellent verbal communication skills - incorporating contact on a one to one level, addressing senior management meetings, formal presentations and client meetings.

12.                Ability to work unsupervised and take positive action to resolve issues on own initiative.

13.                Self-motivated with the ability to enthuse and manage multi-cultural teams and management.

14.                Presentation skills to deliver specialist advice at all levels and to deliver localized training to staff as required.

15.                Results orientated with a strong focus on the delivery of objectives, including an ability to provide creative and innovative solutions based on a sound understanding of business requirements.

16.                Good organizational skills, ability to balance competing demands and to meet deadlines.

17.                Ability to contribute as a member of specific groups within the company meeting structure.

18.                Ability to research and generate policy and strategy.

19.                Team player, strong business acumen

20.                Ability to work through and identify the root cause of any problem

21.                Ability to carry out an audit and gather objective evidence through observation, interview and sampling of documents and records

Employee specification

1.       Business graduate with at least 6/7 years’ management experience within working with corporate clients on Facilities Management.

2.       Ideally degree qualified or associated higher FM related qualification.

3.       Practical working knowledge of up-to-date FM tools and techniques within a Facilities Management environment.

4.       Quality Management system development or auditing experience

5.       Experience of investigating incidents and reporting objectively.

6.       Continuous improvement in the following

§  Morale and satisfaction of employees under management.

§  Client satisfaction.

§  Improvement and savings initiatives for the sites as well as Jones Lang LaSalle

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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