Facility Executive Soft Services

Job Description : Facility Executive Soft Services

Overall Responsibility

• Assist Facilities Management Team with tactical planning for the team's goals and objectives
• Assists with receiving and dispatching of work requests to technical staff, vendors or other service providers.
• Work order entry and monitoring; redirect work orders that are assigned to wrong vendor or location;
• Monitor work order SLA adherence
• Assists with the coordination, scheduling, follow-up and satisfaction of maintenance activities
• Coordinates with onsite and regional Facilities team to advance service quality and enhance the client partnership
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
• To Assist Assistant Manager / Manager Soft Services for the smooth running of operations.
• Developing and implementing building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems.
• To facilitate / handhold the Customers during all Client visits.
• Ensure coordination for booking of conference / Meeting Rooms, food & beverage service, availability of AV equipment's, projectors and other requirements
• Ensuring 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.
• Achieve Client satisfaction as per Client expectations.
• Plan, organize and arrange internal events for any processes or business.
• Timely inputs to Admin lead for any concerns
• Any other specific arrangements (experience centers / town halls) to be made for the visit need to be informed well in advance for venue availability and necessary clearance from facility Admin to organize the same. Ensure compliance of regulations / requirements of JLL management.
• Provide assistance in general administrative activities as required.
• Contribute to the Monthly Management Report to Client.
• Participate in Emergency Evacuation procedures including crisis management and business continuity.
• Manage all Health and Safety issues and actively participate in Health and Safety reviews.
• Assist with the re-sourcing of other aspects of JLL's operation as required.
• Perform other duties as required by JLL and Client.
• Carrying out Vendor Background Checks.
• Maintaining external employee data.
• Preparing floor register for Health and Safety Issues for CLIENT.
• Prepare SLA's for Vendors.
• Compile and update site account details.
• Coordinate and organize events requested by business units of Client.
• Compilation of snag list for Defect Liability Period (DLP) of the assets and coordinating with vendors for the rectification.
• Assist in the preparation of Monthly Management Report and Quarterly Business Review reports.
• Assist in Cross audit
• Handle Cafeteria and Pantry Operations.
• Conduct internal audit for food and beverage vendor.
• Ensuring an adequate availability and supply of consumables relating to Pantry, Housekeeping services and Stationary
• Ensure serviceability of all machines related to pantry and kitchen services.
• Compile and follow-up Landlord issues through Landlord tracker.
• Follow-up with the vendor for timely submission of invoices.
• Regular training of all the soft services staff assigned.
• Ensure record maintenance for all activities monitored / conducted.
• Ensure attrition of assigned staff is less than 5% at all times.

Competencies And Experience

Skills Required

Administrative activities, Work order entry and monitoring, Cafeteria and Pantry Operations, Internal audit for food and beverage vendor