Facilities Manager

Jones Lang LaSalle Incorporated; Negeri Sembilan; On-site; MYR 75,000 - 105,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Seremban, Malaysia, seeks an experienced Facilities Manager to lead multi-discipline building operations and service delivery at the client site.

You will oversee helpdesk performance, manage maintenance contracts, ensure safety compliance and coordinate energy efficiency initiatives, while aligning with client requirements and company standards.

Qualifications

• Minimum five year’s experiences in facilities, helpdesk services, building services of facilities management.
• English skill (Speaking and Writing); Presentation, team management and project management skills are required.
• To see things from client’s standpoint, listen and observe to anticipate client’s needs.
• Previous experiences in factory environment.

Responsibilities

• Manage helpdesk staff performance and development plans; monitor service levels and staff adherence to policies.
• Administer documents, master registers, vendor invoices and payments; manage attendance reporting.
• Maintenance contract management: update registers and conduct reviews/renewals.
• Routine and preventive maintenance: plan daily site walks, schedule repairs, update as-built drawings.
• Energy and environmental management: plan energy-saving measures and environmental compliance.
• Building operations: ensure high standards of building services and safety procedures.

Skills

Team management

Project management

English proficiency

Presentation skills

Job description

JLL empowers you to shape a brighter way. Our people at JLL 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.

Duties & Responsibilities

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

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 on site storage inventories. 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.

Candidate Specification

Minimum five year’s experiences in facilities, helpdesk services, building services of facilities management. English skill (Speaking and Writing) Presentation Skill, team management skill, and project management skill are required. To see things from client’s standpoint, listen and observe to anticipate client’s needs. Previous experiences in factory environment.

Location: On-site –Seremban, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you’re pursuing.

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Together, we strive to be exceptional and shape a better world.

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