Job Description

JOB DESCRIPTIONTITLEFacility ExecutiveBUSINESS UNITManagement SolutionsREPORTING TOFacility Manager ( FM )DIRECT REPORTSNonePOSITION GOALS

• 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.

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\xe2\x80\x99s 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 \xe2\x80\x93 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 and housekeeping 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.
• Provide management advice to Helpdesk for escalated issues.
• Insure immediate response to priority Calls.
• Coordinate with facilities helpdesk 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 news paper and magazine in the reception area.
• Oversee the Mailroom process during the shift.
• Provide management advice to Mailroom for escalated issues
• Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom,
• To check the attendance of our vendor\'s employee.
• Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria.
• Manage the Inventory Control of all facility related items.
• Maintain Proper Log Book and mention the follow up jobs if pending for the next shift.
• Log book to be shown and signed by F.M every morning.

KEY PERFORMANCEMEASURES

• Reports on time
• Accurate billing and invoicing
• Zero stock out situations
• Client Satisfaction
• Front office and Helpdesk supervision

REPORTS

• Daily F&S Report
• Daily facility round snag list
• Monthly MMR Data
• Monthly Dash Board Data

Location:On-site \xe2\x80\x93Gurugram, HRIf this job description resonates with you, we encourage you to apply even if you don\xe2\x80\x99t meet all of the requirements. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!JLL Privacy NoticeJones Lang LaSalle (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.For more information about how JLL processes your personal data, please view our .For additional details please see our career site pages for each country.For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy .Jones Lang LaSalle (\xe2\x80\x9cJLL\xe2\x80\x9d) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process \xe2\x80\x93 including the online application and/or overall selection process \xe2\x80\x93 you may contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
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