Facilities Manager

Jones Lang LaSalle Incorporated; Bayan Lepas; On-site; USD 25,000 - 45,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking a Facilities Manager in Bayan Lepas, Malaysia, to oversee property management and ensure seamless operations. The ideal candidate will be responsible for managing facilities teams, enhancing operational efficiency, and maintaining compliance with health and safety standards. Join us to help shape a better world through exceptional property management!

Qualifications

• Experience in managing facility operations.
• Ability to oversee health and safety procedures.
• Strong organizational and crisis management skills.

Responsibilities

• Oversee daily operations and administration of the property.
• Manage and train facilities teams.
• Prepare monthly management reports and manage budgets.

Skills

Management

Operational Efficiency

Health and Safety Compliance

Crisis Management

Job description

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Prioritising the facilities’ needs

Working with both the Country Lead and other Lead, you’ll oversee the property’s day-to-day operations and ensure that all administrative functions, security issues and facility services are covered. Likewise, you’ll strive for continuous improvement in the process.

You’ll also keep an eye out on the property’s supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine. Likewise, you’ll manage supply and service contracts as approved by clients.

In addition, you’ll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You’ll also be on top of health and safety issues that may arise, and actively participate in reviewing them.

Also part of your mandate is to monitor the property’s budget. As the person in charge, you’ll make sure that there’s enough petty cash to support operations. You’ll also see to it that vendor invoice processes comply with standards.

Going above and beyond expectations

Client satisfaction is second nature to the person in charge. In this role, you’ll take on difficult issues and seek out opportunities to improve operations. You’ll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.

In addition, you’ll carry out routine service audits to ensure that the team maintains its overall performance. You’ll also be in charge of creating stock reports, meeting minutes and monthly management reports to the clients.

Some of the responsibilities are as below:

Responsible for managing/oversee the facilities teams with their day-to-day management of property projects, health and safety matters and building maintenance.

Management

• Manage helpdesk staff performance and professional development plans and review helpdesk staff level and job responsibilities.
• Manage Meeting and Event Support services.
• Monitor and ensure individual staff performance meet the service levels.
• Monitor and ensure individual staff adheres to The Client Code of Conduct, Policies and Procedures.
• Conduct the training including emergency situations to meet The Client requirements.
• Conduct regular operational meeting to discuss projects, tasks status update, workload and resources.
• Prepare monthly management reports to The Client regarding activity summary, performance level, energy data, PPM, innovation and incident.
• Provide all necessary financial data to assist The Client in planning annual budgets.

Administration

• Manage all paper and electronic documents in line with The Client filing structure guideline and conduct random quality checks.
• Manage master register of all contact lists including emergency contact lists, master vendors contact lists and critical vendors contact list and conduct random checks.
• Manage a register of all The Client standards documentation.
• Manage financial process all service vendor and contactor invoices and payment.
• Maintain and report staff attendance hours.

Maintenance Contract Management

• Manage an updated register of all maintenance contracts.
• Perform maintenance contractors / vendors review and selection for new contracts and contracts renewal.

Routine Maintenance

• Manage daily site walk to check the office facilities, furniture, partitions.
• Manage weekly visual check on the architectural and building services installations.
• Plan, schedule, organize and supervise the execution of repair and modification work identified from the regular daily and weekly system checks.
• Manage all changes to the as-built drawings and documentations.

Preventive and Ad-hoc Maintenance Management

• Plan and coordinate with various maintenance contractors to carry out the preventive maintenance works.
• Manage reports of the maintenance works.
• Manage all administration of all maintenance records.
• Maintain and update all Operation & Manual and as-fitted drawing.
• Manage site access to Client site in accordance with the Client regulations.
• Manage all necessary standard tools and equipment and calibrate all necessary tools and equipment.

Energy and Environmental Management

• Manage documents required by relevant authorities.
• Plan and execute energy saving measures and other environmental measures.

Building Operations within The Client Premises

• Manage highest standards of building services.
• Manage and ensure all operational staff and contact staff adheres to The Client working practices, government regulations and code of practices of related institutions.
• Define and coordinate BCP action plan procedures and documentation for CS division. Manage and implement all BCP recovery procedures.
• Maintain all working area and plant room areas are clean and tidy especially after any maintenance or repair work.

Facilities Services

• Manage and maintain general upkeep of office environment including lighting, temperature control and power supply.
• Manage all office assets including furniture with asset inventory lists.
• Maintain records of all inventories including fixed and loose furniture, equipment.
• Manage the central collection of maintenance keys and keys to furniture.
• Coordinate general office cleaning services including waste disposal, carpet cleaning and pest controls.
• Coordinate with CSI for fire safety procedures including evacuation procedure and fire marshals list.

Facilities Helpdesk

• Interact with Facilities Helpdesk to respond user needs and coordinate with maintenance staff, internal teams or vendors to resolve issues.
• Maintain positive relationships with users to ensure high level of satisfaction.
• Manage all work orders for repairs, building modification, various equipment needs and maintenance.

Janitorial Services

• Manage cleaning vendor, including inspections and quality management of service delivery.
• Facilitate regular meeting with cleaning vendor to discuss tasks status update, workload, and resources, identify and implement more efficient and/or cost-effective processes.
• Assist with the preparation and regular update of budget and verify with Finance on all expenditure for facilities management.

Meeting and Event Support

• Manage Meeting and Event Support services staff including planning and coordination of conference and meeting room setups and tear downs with business units and vendors.
• Manage performance of Meeting and Event Support services including monitoring service quality and eliciting feedback from end users.
• Manage staffing, organization (roles and responsibilities), workflows and Standard Operating Procedures (SOP) for Meeting and Event Support.
• Manage communications with client and coordination between Meeting and Event Support staff and other vendors.
• Project management for large-scale events, including clarifying roles and responsibilities between The Client, JLL and other vendors and scheduling.

Health and Safety

• Ensure compliance with statutory regulations on health and safety regulations.
• Ensure all safety procedures including Emergency Operation Procedures.
• Maintain a register of all emergency call out incidents.
• 24hrs emergency call out coverage service to attend to any crisis to The Client site.

JLL Management

• Communicate with regional team to standardize JLL operation, meet The Client requirements and solve issues.
• Manage issues raised during Ops AIDE audits conducted by JLL EOS, if any.

Location:

On-site –Bayan Lepas, Malaysia

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At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each ofusunique. We help ourpeople thrive, grow meaningful careersand find a place where they belong.Together, we strive to be exceptional and shape a better world.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .