JLL supports the Whole You personally and professionally Our people at JLL are shaping the future of real estate for a better world by combining world class services advisory and technology to our clients We are committed to hiring the best most talented people in our industry and we support them through professional growth flexibility and personalized benefits to manage life in and outside of work Whether you ve got deep experience in commercial real estate skilled trades and technology or you re looking to apply your relevant experience to a new industry we empower you to shape a brighter way forward so you can thrive professionally and personally Position s Goal To provide operational and administrative support to the Facility Management team assigned Use initiative and creativity in performance of IFM operations duties and assist the team in implementing more efficient work practise Administer Standard Operating Procedure for all Soft service areas working with the site Assistant Manager to provide timely reports to the Facility Management Deliverable Role Responsibilities Provide support to the AFM to ensure critical operational items are attended to within agreed time frames To provide relief support to the F A site teams as needed including but not limited to the positions of Client Interface Administrator Facilities Administrator Facilities Officer etc To assist with the site audits floor walks to be undertaken on entire Client site Assisting in tabulating site defects leading from the audits floor walks and assisting with the setting of deadlines for the defects to be rectified Ensure timely training reporting thereafter for Housekeeping Dispatch Pantry Boys Cafeteria staff etc Full responsibility of the site during the entire shift Filing of site related documents including but not limited to challans GRN s etc Ensure enough consumables stock is maintained on site any shortfalls to be reported to the site lead Ensure all processes are followed as per the Standard Operating Procedures of client viz Stationery midnight snacks etc material movement etc Timely submission of reports as requested by Asst Manager Facility Manager Ensure employee health safety related services Ensure that appropriate vendor escalation process is followed Ensure that all cleaning maintenance schedules are adhered to Ensure completing any specific responsibilities as specified by the managers Tracking of Facility Operating Expenses Processing of all invoices for payment - first take approval of Client FM and then submit to MIS and billing department Liaison with the client Finance team Client billing invoicing and follow up payments by clients Monitoring of all housekeeping pantry stationery consumables and ensure reordering Maintenance of Billing Tracker Arrangement of all consumables and supplies for Client VIP visits and arranging blocking of Board rooms for meetings and Conferences and brief the Receptionist Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping Security Maintenance and Keep AFM FM updated To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points Proper check on vending machines and photocopier machine reading Checking H K attendance on daily basis To check food quantity and Food testing before lunch Dinner starts Coordinating for Medical Emergencies as and when required Take regular briefings of Help Desk Mail room Executive Provide management advice to Helpdesk for escalated issues Insure immediate response to priority Calls Coordinate with facilities helpdesk regarding the arrangements of the day Oversee the Front office Function during the shift Ensure Visitors are promptly attended by FOE Ensure that FOE has placed newspaper and magazine in the reception area Oversee the Mailroom process during the shift Provide management advice to Mailroom for escalated issues To check the attendance of our vendor s employee Prepare weekly shift duty rosters for Helpdesk Front Desk and Mailroom Manage the inventory control of all facility related items Maintain Proper Log Book and mention the follow up jobs if pending in next shift Log Book Shared with FM every in every shift Education Yrs of Experience Bachelor s Degree in any discipline a minimum of 1-2 years of experience in a corporate environment Tertiary qualifications in building management and or business desirable Proven ability to function effectively as part of a team Proven ability to initiate and follow through with improvement initiatives Skill Sets Exposure and experience in dealing with multinational corporate organizations Ability to adapt and perform under pressure Possess strong interpersonal skills with the ability to build rapport quickly Valuable communication skills If this job description resonates with you we encourage you to apply even if you don t meet all of the requirements below We re interested in getting to know you and what you bring to the table Personalized benefits that support personal well-being and growth JLL recognizes the impact that the workplace can have on your wellness so we offer a supportive culture and comprehensive benefits package that prioritizes mental physical and emotional health About JLL - We re JLL a leading professional services and investment management firm specializing in real estate We have operations in over 80 countries and a workforce of over 102 000 individuals around the world who help real estate owners occupiers and investors achieve their business ambitions As a global Fortune 500 company we also have an inherent responsibility to drive sustainability and corporate social responsibility That s why we re committed to our purpose to shape the future of real estate for a better world We re using the most advanced technology to create rewarding opportunities amazing spaces and sustainable real estate solutions for our clients our people and our communities Our core values of teamwork ethics and excellence are also fundamental to everything we do and we re honored to be recognized with awards for our success by organizations both globally and locally Creating a diverse and inclusive culture where we all feel welcomed valued and empowered to achieve our full potential is important to who we are today and where we re headed in the future And we know that unique backgrounds experiences and perspectives help us think bigger spark innovation and succeed together