Facility Executive

JLL; Mumbai; On-site; INR 450,000 - 700,000; Full time

Job summary

JLL in Mumbai is seeking a Facility Executive to support soft services operations and assist the Operations Manager. You will coordinate conferences, food and beverage services, AV equipment, and vendor contracts to ensure smooth building operation and client satisfaction.

Responsibilities include health and safety oversight, data maintenance, and collaboration with Security, IT, Admin and Business teams to meet service level expectations and drive continuous improvements.

Qualifications

• Experience in facilities management and admin tasks.
• Ability to manage vendor relationships and contracts.
• Strong personal presentation and professional communication.

Responsibilities

• Assist Assistant Manager/ Manager Soft Services for smooth operations.
• Coordinate conference/meeting room bookings, AV equipment, catering and related services.
• Maintain health and safety, site records and vendor compliance.
• Prepare and update Monthly Management Reports and client communications.
• Support cross-functional teams including Security, IT, Admin and Facilities.

Skills

Facilities management

Client liaison

Well-groomed appearance

Communication skills

Interpersonal skills

Job description

Duties & Responsibilities

• 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.
• Develop contact and coordinate with Security team, GIT/IT, Admin team, Business team.
• 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.
• 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.

What this job involves –

• 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.
• Develop contact and coordinate with Security team, GIT/IT, Admin team, Business team.
• 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.

Performance objectives

• Meet or exceed best practice in provision of services through contracts
• Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager.
• To achieve excellence in preventive maintenance programs at Client with highest standards and ensure energy conservation practices.
• Achieve key performance indicators & Service level agreement targets.
• To provide comprehensive facility and contract management for Client, with a focus on continuous improvement.
• Compliance with the Service Level Agreement established between JLL and Client.
• Perform as per KPI stipulated by Facilities Manager.
• Ensure delivery of Specific Responsibilities as assigned.
• Adherence to training schedules/52-week calendars

Key skills

• Facility Executive will have responsibility for the management of a wide range of on-ground issues & to provide timely inputs to ensure smooth day-to-day operations.
• Facility Executive will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from Client staff and arrangements pertaining to all operating expenditures.
• Well-groomed and presentable all the time.
• Good communication Skills.
• Good interpersonal skills.