Internship: Assistant Facilities Manager
Jll
SINGAPORE
4d ago
source : Wizbii

MAIN RESPONSIBILITIES :

Management of third-party contractors / vendors engaged in operating and maintaining the property and delivery of the following services :

  • Food, vending and office refreshment services
  • Janitorial
  • Specialty / regulated cleaning
  • Grounds keeping
  • Pest Control
  • Landscaping
  • Mail and package logistics
  • Shipping / Receiving
  • Events and Meetings Services
  • Municipal Waste and recycling
  • User / Employee Experience
  • Other soft services as assigned by the client
  • FOR THIS ROLE, YOU WILL NEED TO :

    People Management

  • Manage and coach team members
  • Demonstrate strong collaboration and teamwork with your Site team.
  • Develop and sustain a high-quality well motivated team
  • Proactively share and reapply all learnings, successes and best practices within your team members
  • Ensure high staff morale, trust and work ethics
  • Build and maintain an environment that supports teamwork, co-operation and performance excellence within team
  • Mentor and enable Training & Development of team members as per their job scope.
  • Stakeholder Management

  • Proactively engage stakeholders to ensure that on site client’s expectations are met.
  • Build and develop effective client / stakeholder relationships across multiple levels of the organisation.
  • On-site key point of contact for Facilities Soft Services related concerns in the client’s premises
  • Procurement / Vendor Management

  • Support the implementation of the EHS management system by the following : (1) develop vendors management program that incorporates EHS;
  • and (2) ensure subcontractors submit the necessary data to compile EHS related KPI’s as required by the customer.

  • Proactively partner with key vendors. Effectively implement vendor management best practices. Communicate KPI and SLA requirements to them in a timely way.
  • Engage them in identification of service delivery improvement and savings identification. Develop a deep expertise across all Work Place Services areas.

    Identify training opportunities to further develop skills as needed.

  • Ensure vendors are well-managed, delivering services on time and within budget
  • Host Monthly Performance Reviews with key Vendors
  • Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice
  • Conduct vendor assessment as per JLL best practices
  • Contracts Management

  • Plan and manage all contracts to ensure that they are professionally delivered at the right costs
  • Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed
  • Ensure contracts are continually assessed to deliver best value to the client
  • Finance Management

  • Meet JLL’s commitment for budget to actual spend to achieve cost savings for your campuses. Complete variance reporting and reforecast to meet the monthly reporting calendar dates.
  • Review your current operating programs and budgets to assure we are maximizing efficiencies.

  • Receipt all goods and services in JLL Financial System (Vendor invoice review and qualification, budget performance tracking, Purchase Order preparation, etc.)
  • Monitor purchase orders to ensure sufficient funds are available to process payments to service partners and vendors
  • Ensure financial processes are followed / complied at all times
  • Adhere to Jones Lang LaSalle Code of Ethics
  • Health & Safety Management

  • Ensure the provision of a safe working environment
  • Ensure full compliance with statutory regulations on fire, health and safety standards and client’s requirements / programs.
  • Site Operation Management

  • Implement building procedures and performance measures and ensure that they are always maintained.
  • Ensure all customer facing services are performed in high standard of service level.
  • Develop strategic improvement plans leveraging industry best practices. Identify and drive savings initiatives in concert with strategic sourcing function.
  • Meet or Exceed Site KPIs; Monitor SLAs monthly to identify potential off-track areas and plan corrective actions accordingly
  • Conduct Manage by Walking Around (MBWA) tours. Personally have high level of operational awareness (know what’s going on across all of your service delivery areas).
  • Proactively communicate issues to your Site Lead, demonstrate operational awareness.

  • 24 / 7 emergency call support and site attendance is required on ad-hoc basis
  • Network externally to identify best practices that can be shared.
  • Recommend continuous quality improvement practices and implement Industry Best Practices.
  • Own site and room profile information in Resource Scheduler and ensure details are up-to-date.
  • Review existing operations regularly to reduce costs and improve operational standards
  • Submit quarterly operations report and submit to site management
  • User / Employee Experience

  • Passionate about employee experience and drive engagement within the regional and global EX team.
  • Lead the Front of House Team (Concierge, Receptionists and Helpdesk)
  • Make recommendation of Green & Smart Ideas, dare to explore.
  • Provide quality analysis of customer service results and develop effective response plans and implement per the plan
  • Risk Management

  • Ensure a property risk management program including audits is implemented and maintained
  • Ensure disaster recovering and business continuity plans are implemented and maintained
  • Ensure escalation procedures and incident reporting procedures are implemented and in place
  • Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s business conduct
  • Cross support and training on other FM services lines as required.

    Achieve Key Performance Indicators and Service Level Agreement targets

    Any other task as required to carry out the responsibilities of the role.

    MINIMUM REQUIREMENTS

  • 5 years experience in IFM, with minimum 3 years of vendor management experience
  • Required background or training and / or in depth in experience in multiple Workplace Services areas, e.g. Mail, Shipping / Receiving, Janitorial, Meeting Services, Document Services, Waste Management, Landscaping, etc.
  • Strong client management skills demonstrated skills in managing high level client communications
  • Ability to multi-task and effectively organize responsibilities to achieve portfolio goals and objectives
  • Experience managing process and leading change.
  • Ability to identify, evaluate and then articulate trade-offs, recommendations, and risks associated with changing project requirements and / or reprioritizing projects.
  • Clear focus under pressure
  • Good documentation skills and practices
  • Able to conduct and document investigations. This include identifying root causes and preventive actions.
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