Duties And Responsibilities
Service Delivery
Provide general overall facility management services including continuous monitoring of office/facility
- Conduct morning checks on the facilities in the office
- Act as an interface with client, visitors and guests
- Being the point of contact for building landlord
- Assist Client with tactical planning for the facilities team's goals and objectives
- Manage & maintain facility management tasks as assigned.
- Ensure appropriate follow-up with customers.
- Seek to continuously improve processes, systems and overall client satisfaction.
- Assist with researching, analyzing and reporting budget variances
- Work with team members to identify and respond to any financial or budgeting related issues
- Help support facility specific cost savings targets to contribute to the account achieving significant savings
- Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
- Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits
- Reporting to Regional Team on facility related projects and updates as and when required.
Finance
- Execute all required financial related work to deliver facility services to Client's facility
- Be administrator for Client's purchase system for Facility related, if required
- Assist with registering new Third Party Vendors in JDE system according to JLL policy and procedures
- Create Purchase Order (PO) requests on behalf of the facility management team for both JDE and Client System
- Goods Receipt (GR) the PO after confirmation of PO requester
- Email scanned invoices to JLL's Financial Service Center (FSC)
- Assist with any other financial related matters to ensure that all financial process are completed in a timely manner
- Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner
- Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner
- Escalate any potential risk of late payment or other financial matter that could impact facility operations to Account Lead as soon as you become aware
Meeting Room Support
- Ensure meeting room(s) presentation is clean and tidy at all times
- Assist the local business with meeting room bookings and operations of audio visual equipment where required
- Demonstrate responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.
- Read and understand the applicable Service Level Agreements, helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
Engineering Support
Coordinate & Manage HVAC, Fire Protection & Security Equipment, Mechanical and Electrical Maintenance and repair services with building/property maintenance management comprises of the managing of service from third-party service partner/vendors.
Client/Stakeholder Management
- Manage the key client team representatives effectively to ensure that expected service levels are achieved
- Build strong working relationships with key client representatives and promote company's engineering platform and provide a key linkage between the wider organisation and the client representative and account team
- Coordinate with stakeholders to ensure smooth delivery of programs and procedures
- Require to physically check and complete the occupancy data based on client requirement with provide templates
Procurement & Vendor Management
- Review the maintenance/service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools & documentations
- Plan and manage budgets for Engineering & Operational contracts
- Manage contract on vendors for technical services
- Require to coordinate the arrangement of procuring of gown and food items for trainings at cleanroom and arrange for delivery to end-users department.
Site Operations
- Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and buildings works pertaining to the facility
- Emergency call support and site attendance as required
- Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time
- Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings
- Continuous optimisation of processes, tools and documentation
- Achieve key performance indicators and service level agreement target
- Attending to ad-hoc guest at the visitor waiting area
- Ordering and tracking of first aid supplies, office supplies and pantry supplies for office
- Inspecting the lockers and any defect on site.
- Ensure escorting the vendors to ensure security compliance in office.
- Manage ad-hoc projects such as procurement for employees benefits (T-shirts, food, etc)
Events Management
- Support in setting up of space for the celebration of events including moving of light furniture
- Ordering of festive decorations including engagement with landscaping vendors for festive plants
- Support in planning of celebrations for festive holidays and monthly birthday celebrations
- Assist in liaising the event catering vendor and process through petty cash procedures when required
Health & Safety Management
- Conduct regular audits to ensure safety procedures on site are in place and working.
- Assist in carrying out safety procedures when needed
- Assist in the implementation and management of the facility risk management program
- Support the implementation and monitoring of disaster recovery and business continuity plans
- Follow established escalation procedures and incident reporting procedures.
- Consolidation of mandatory quality management documentation requirements for existing ISO certifications possessed by our client
- Monthly processing of invoice for vendors
KEY PERFORMANCE MEASURES
- Uninterrupted site operations
- Client Satisfaction
- Continuously improving service
EMPLOYEE SPECIFICATIONS
KEY COMPETENCIES
- Sound interpersonal skills to manage diverse range of service providers and Client representatives
- Sound written and oral communication skills, best in hospitality background
- Demonstrated ability to manage multiple and complex operational matters on a daily basis
- Capacity to deal with ambiguity and address complex problems
- Core technical, engineering or building management skills
- Sound computer skills in Microsoft Office
LEADERSHIP
- Represent JLL by behaving consistently with cultural and company requirements.
- Provide services to the account's cultural and company requirements.
- Work towards objectives unsupervised.
- Be willing to assist & mentor colleagues.
PERSONAL EFFECTIVENESS
- Provide an effective contribution to the team's delivery.
- Contributes via regular feedback, to the overall performance of the delivery team.
- Works towards individual targets, monitor and manages individual performance.
DECISION MAKING
- Be able to make difficult decisions and resolve problems or improve operations.
- Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle
RELATIONSHIP BUILDING
- Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.
- Gains respects of superiors, subordinates, peers and clients.
COMMUNICATION
- Listens effectively and communicate through actions and example. Has strong written and oral communication skills.
- Regular reporting of the work accomplished and upcoming work
Required Qualifications, Skills & Experience
- Good to have Diploma in relevant field
- Possess initiative and professionalism with the ability to multi task, organise and prioritise work,
- A team player who is able to work independently
- Experience dealing with both internal and external customers and managing client expectations
- Strong communication and interpersonal skills with the ability to build rapport quickly
- Good presentation skill with the ability to lead meeting and presentation to client / stalk holder.
- Sound computer skills in Microsoft Office software
