Jones Lang LaSalle (JLL)

Facility Executive

Facility Executive
Job Location:  Gurugram
Job Description:  SkillSet: " affirmative action", " on site", safety, " winning others over", " building management".

Facility Executive

Corporate Solutions

What this job involves

Reporting to

Assistant Facility Manager

Key stakeholders

Gurugram management Executive team which consists of the Managing Director and Business Line Directors, Bank Associates and other staff, Market leaders, Regional RES Management, Clients, Industry network and HR.

Duties & responsibilities

  • Provide support to the AFM to ensure critical operational items are attended to within agreed time frames
  • To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.
  • To assist with the site audits & floor walks to be undertaken on entire Client site
  • Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified
  • Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc
  • Full responsibility of the site during the entire shift
  • Filing of site related documents including but not limited to challans, GRN s etc
  • Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead
  • Ensure all processes are followed as per the Standard Operating Procedures of BACI viz. Stationery, midnight snacks etc, material movement etc.
  • Timely submission of reports as requested by Asst Manager & Facility Manager
  • Ensure employee health & safety & related services
  • Ensure that appropriate vendor escalation process is followed
  • Ensure that all cleaning & maintenance schedules are adhered to
  • Ensure completing any specific responsibilities as specified by the managers
  • Tracking of Facility Operating Expenses
  • Processing of all invoices for payment first take approval of Client / FM and then submit to MIS and billing department.
  • Liaison with the client Finance team
  • Client billing / invoicing and follow up payments by clients
  • Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering
  • Maintenance of Billing Tracker
  • Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist.
  • Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep AFM / FM updated.
  • To prepare the snag list Soft copy date wise and coordinate with BMS, housekeeping & Landlord to close the noticed points.
  • Proper check on vending machines and photocopier machine reading.
  • Checking H.K attendance on daily basis.
  • To check food quantity, and Food testing before lunch/Dinner starts
  • Coordinating for Medical Emergencies as and when required
  • Take regular briefings of Help Desk/ Mail room Executive.
  • OVSC management for raised issues.
  • Insure immediate response to priority Calls.
  • Coordinate with Front Office regarding the arrangements of the day.
  • Oversee the Front office Function during the shift
  • Ensure Visitors are promptly attended by FOE
  • Ensure that FOE has placed newspaper and magazine in the reception area.
  • Oversee the Mailroom process during the shift.
  • Provide management advice to Mailroom for escalated issues
  • To check the attendance of our vendors employee.
  • Prepare weekly shift/duty rosters Mailroom,
  • Manage the inventory control of all facility related items on IMT.
  • Maintain Proper SHR and mention the follow up jobs if pending in next shift.

Performance objectives

  • To provide operational and administrative support to the Facility Management team assigned.
  • Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise.
  • Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management

Sound like you? To apply, you need to be:

Key skills

  • Exposure and experience in dealing with multinational corporate organizations
  • Ability to adapt and perform under pressure
  • Possess strong interpersonal skills with the ability to build rapport quickly.
  • Good communication skills

Employee specification

  • Bachelors Degree in any discipline, a minimum of 1-2 years of experience in a corporate environment. Tertiary qualifications in building management and/or business desirable. Proven ability to function effectively as part of a team. Proven ability to initiate and follow through with improvement initiatives

What you can expect from us

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

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Functional Area:  General / Other Software
Experience:  1 - 2 years
Qualification:  ("Other in any field")
Salary:  3.0 Lakh to 6 Lakh INR
Jones Lang LaSalle (JLL)
Job Ad publication date: 19 Jan 2021