Workplace Executive

1 week ago

Singapore JLL Full time
JLL supports the Whole You, personally and professionally.

Workplace Executive

How We support the Whole You: Our benefits are a good reason to come to JLL.We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being.

Our underlying benefits philosophy is this:

be fair to our people and provide opportunities for those who take advantage of our programs and resources to lower their health costs and increase their personal and financial security.


Benefits to eligible employees, include:
Medical benefit plan includes dental coverage, and access to mental wellbeing counselling sessions.
Flexible Medical benefits programme
Digital Healthcare provider
Employee Assistance Programme (EAP)

ROLE AND RESPONSIBILITIES

OVERALL ROLE

The Facilities Executive will assist the Senior Facilities Manager with operational activities in accounting and finance, purchasing of material, equipment & supplies, occupancy services, helpdesk asset management, BCP and EHS, vendor management.

The Facilities Executive is also required to provide administrative support to the team. Minor projects may be assigned as and when there is a client requirement.

MAJOR RESPONSIBILITIES

  • Client/Stakeholder Management
  • Provide superior customer service to meet onsite client's expectations
  • Procurement
  • Assist in procurement of vendors and services on a regular basis
  • Ensure compliance to client and JLL procurement policies
  • Vendor Management
  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works)
  • Actively participate in vendor contract reviews, renewals and/or transitions
  • Finance Management
  • Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
  • Ensure prompt and accurate management of purchase orders in the appropriate systems including documentation of service/goods receipt and payment status
  • Health & Safety Management
  • Conduct regular audits to ensure safety procedures on site are in place and working
  • Actively assist the client in carrying out safety procedures when needed
  • Site Operations Management
  • Assist in the implementation of Industry Best Practice operations
  • Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
  • Seek ways to constantly reduce costs and improve operational standards
  • Maintain premises in neat and good working condition at all times
  • Manage soft services vendors to ensure periodic maintenance schedules are in place, collaboratively work for continuous improvement, and to follow up on any items for resolution
  • Lead the provision of FM support for client's events and/or catering requirements
  • Risk Management
  • Assist in the implementation and management of property risk management program
  • Support the implementation and monitoring of disaster recovering and business continuity plans
  • Follow established escalation procedures and incident reporting procedures
  • Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategiesAsset Management
  • Efficiently track and update FM asset inventories; assist in the storing, disposal, and/or retrieval of FM assets
  • Occupancy Planning
  • Conduct regular headcount and space occupancy updates and to provide such report to key stakeholders
  • Lead all office moves/relocation planning and execute move plans to meet Move,Add, Churn (MAC) KPI's at a minimum
  • Minor Projects
  • Actively engage with key stakeholders and vendors to provide Facilities support for minor projects
  • Achieve Key Performance Indicators and Service Level Agreement targets

CANDIDATE SPECIFICATION:

KEY SELECTION CRITERIA
Ideal Experience

  • Prior experience in facilities, property management, hospitality or related field preferred
  • Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
  • Understanding of basic technical aspects of property (Computer Room Airconditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
Critical Competencies for Success

  • Firm First Mindset
  • Able to cooperate and work well with others to meet targets
  • Support the team effectively as and when needed
  • Proven ability to commit to flawless execution while complying with firm's procedures and standards
  • Client Focus & Relationship Management
  • Able to interact with the general client staff & vendors with ease
  • Ability to manage conflict and conflicting priorities
  • Demonstrates ability to work with vendors to deliver efficient services
  • Demonstrates proactive & professional approach to customer service
  • Has a customerorient

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