Facility Executive Soft

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

• Knowledge and understanding of relevant legislation, codes of Practice, guidance and operating procedures. Ability to keep abreast of trends and related best practice.
• 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.
• Influencing/negotiation skills with the ability to adopt different styles depending on the circumstances.
• Identify conclusions or approaches to problems.
• Systematic approach with good attention to detail.
• Excellent PC skills, proficient in Microsoft Word and Excel.
• Interest in continuous improvement and development of new technologies.
• Solid organizational skills, analytical ability and communication flair.
• Ready to work extra Hours if required.
• Pleasant Personality & Good Attitude.
• Excellent verbal communication skills - incorporating contact on a one to one level, addressing senior management meetings, formal presentations and client meetings.
• Ability to work unsupervised and take positive action to resolve issues on own initiative.
• Self-motivated with the ability to enthuse and manage multi-cultural teams and management.
• Presentation skills to deliver specialist advice at all levels and to deliver localized training to staff as required.
• 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.
• Good organizational skills, ability to balance competing demands and to meet deadlines.
• Ability to contribute as a member of specific groups within the company meeting structure.
• Ability to research and generate policy and strategy.
• Team player, strong business acumen
• Ability to work through and identify the root cause of any problem
• Ability to carry out an audit and gather objective evidence through observation, interview and sampling of documents and records

Employee specification

• Business graduate with at least 6/7 years’ management experience within working with corporate clients on Facilities Management.
• Ideally degree qualified or associated higher FM related qualification.
• Practical working knowledge of up-to-date FM tools and techniques within a Facilities Management environment.
• Quality Management system development or auditing experience
• Experience of investigating incidents and reporting objectively.
• 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