Facilities Manager

jll; Seremban; On-site; MYR 60,000 - 100,000; Full time

Job summary

JLL is hiring for a facilities management role based in Seremban, Malaysia. The position focuses on managing helpdesk staff, maintenance operations, and office facilities services to meet client requirements at the site.

The candidate should have at least five years in facilities management, strong English skills, and experience in project management and team leadership within a factory environment. On-site work in Malaysia is expected.

Qualifications

• Minimum five years’ experience in facilities, helpdesk services and building services of facilities management.
• English speaking and writing skills.
• Presentation, team management and project management skills required.
• Demonstrated ability to see client needs from their perspective and communicate effectively.
• Experience in a factory environment is preferred.

Responsibilities

• Manage helpdesk staff performance and development plans.
• Oversee Meeting and Event Support services.
• Ensure service levels and adherence to client codes of conduct and procedures.
• Coordinate daily site facilities operations and maintenance activities.
• Manage financial processes for vendor invoices and budgeting support.
• Maintain and update operation and maintenance records.

Skills

Facilities management

Helpdesk

Factory experience

English communication

Presentation skills

Team management

Project management

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 peopleand empowering them tothrive, 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 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 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'repursuing.

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