Facilities Executive

JLL; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

JLL in Singapore is seeking a Facilities Operations Manager to oversee daily facility operations, coordinate with multiple departments and service providers, and drive preventive maintenance programs. The role emphasizes space planning, employee experience, and event support while ensuring regulatory compliance and high service standards.

The successful candidate will manage office moves, renovations, and vendor relationships, supporting budgeting and reporting for facilities performance.

Responsibilities

• Oversee daily operations and maintenance of facilities, ensuring safety and efficiency.
• Coordinate with departments, vendors, and service providers for facility issues and repairs.
• Develop preventive maintenance programs and schedules for facilities' assets.
• Inspect facilities and ensure compliance with regulations and standards.
• Manage work orders and service requests with timely resolutions.
• Plan and optimize workspace utilization, seating, and relocations.
• Maintain records on space usage and lease agreements.
• Coordinate office moves, renovations, and furniture installations within budgets.
• Deliver a warm, professional workplace experience (HX) and engage employees.
• Conduct workplace walkabouts to identify improvements.
• Promote hospitality and service excellence across workplace teams.
• Manage vendor contracts and performance for cost-effective solutions.
• Assist budgeting and reporting for facilities usage and operations.

Job description

• Oversee the daily operations and maintenance of facilities, ensuring optimal functionality, safety, and efficiency.
• Coordinate with various departments, vendors, and service providers to address facility-related issues, repairs, and maintenance.
• Develop and implement preventive maintenance programs, schedules, and procedures for all facilities' assets.
• Regularly inspect and evaluate the condition of facilities, identifying areas for improvement and ensuring compliance with regulations and standards.
• Manage work orders, service requests, and ensure timely resolution of facility-related concerns.

Responsibilities:

Facility Operations Management:

• Oversee the daily operations and maintenance of facilities, ensuring optimal functionality, safety, and efficiency.
• Coordinate with various departments, vendors, and service providers to address facility-related issues, repairs, and maintenance.
• Develop and implement preventive maintenance programs, schedules, and procedures for all facilities' assets.
• Regularly inspect and evaluate the condition of facilities, identifying areas for improvement and ensuring compliance with regulations and standards.
• Manage work orders, service requests, and ensure timely resolution of facility-related concerns.

Space Planning and Management:

• Collaborate with stakeholders to plan and optimize the use of workspace, considering organizational requirements, efficiency, and employee comfort.
• Manage office space allocation, seating arrangements, and relocations in accordance with departmental needs and organizational changes.
• Maintain accurate records and documentation related to space utilization, occupancy rates, and lease agreements.
• Coordinate office moves, renovations, and furniture installations while adhering to established budgets and timelines.

Human Experience and Events Management

Employee & Workplace Experience

• Deliver a warm, professional, and consistent workplace experience.
• Proactively engage employees to understand their workplace needs and provide appropriate support.
• Act as a visible and approachable HX point of contact across the office.
• Conduct regular workplace walkabouts to identify opportunities to improve employee experience.
• Support employees with workplace navigation, amenities, meeting spaces, lockers, wellness facilities, and other workplace services.
• Promote a culture of hospitality and service excellence.

Employee Engagement

• Develop and coordinate employee engagement initiatives throughout the year.
• Support festive celebrations, appreciation activities, networking sessions, campaigns, and workplace activations.
• Create opportunities that encourage employees to connect with the workplace and one another.
• Work with internal stakeholders to build a strong sense of workplace community.

Wellness & Wellbeing

• Coordinate wellness programmes such as yoga, fitness, mindfulness, health talks, and other wellbeing activities.
• Manage communications, registration, scheduling, attendance tracking, and employee feedback.
• Promote wellness facilities and programmes to increase participation.
• Partner with relevant teams and vendors to continuously enhance the wellbeing experience.

Events & Activations

• Support planning and execution of workplace events and employee experience programmes.
• Coordinate event logistics, vendors, spaces, communications, and on-site requirements.
• Ensure events are professionally delivered and aligned with workplace experience standards.
• Gather post-event feedback and monitor participation levels.

Communications

• Develop clear and engaging workplace communications, including: Employee announcements Digital signage Event invitations Wellness communications Workplace etiquette reminders Facility/service updates Campaign materials
• Maintain an appropriate communication calendar to ensure employees are kept informed.

Voice of the Employee

• Actively gather employee feedback through day-to-day interactions, surveys, QR feedback, events, and workplace observations.
• Identify recurring employee concerns, preferences, and improvement opportunities.
• Maintain an HX feedback/action tracker.
• Work with Facilities and other stakeholders to close feedback loops and communicate improvements back to employees.

Workplace & Facilities Partnership

• Work closely with Facilities Management, Engineering, Cleaning, Security, Reception, Food Services, and other workplace teams.
• Escalate workplace issues affecting employee experience and follow through until resolution.
• Support workplace readiness inspections and ensure employee-facing areas are maintained to expected standards.
• Assist with office openings, workplace changes, move activities, and new employee experience initiatives.

Service Excellence

• Maintain high standards of hospitality and professional presentation.
• Identify service gaps before they become employee complaints.
• Support development of HX SOPs, service standards, checklists, and experience guidelines.
• Encourage a consistent hospitality mindset across workplace service teams.
• Identify opportunities to introduce new initiatives and improve existing services.

Vendor and Contract Management:

• Develop and maintain positive relationships with vendors, suppliers, and service providers, ensuring high-quality deliverables and cost-effective solutions.
• Procure and negotiate contracts for outsourced services, such as cleaning, maintenance, security, and equipment vendors.
• Monitor vendor performance, track service levels, and resolve any issues or disputes in a timely manner.
• Conduct regular inspections and audits to ensure compliance with service level agreements and contract terms.

Budgeting and Reporting:

• Assist in the development and management of the facilities budget, monitoring expenses and optimizing costs.
• Prepare regular reports, metrics, and key performance indicators to track facilities utilization, maintenance, and operational efficiency.
• Provide recommendations and participate in strategic planning activities related to facilities management and improvement initiatives.