Job Description

Summary of Position * The Senior Facilities Executive is to assist the Facilities Manager on the delivery and performance of IFM contract deliverables for multiple sites in Singapore. * The role Summary of Position The Senior Facilities Executive is to assist the Facilities Manager on the delivery and performance of IFM contract deliverables for multiple sites in Singapore. The role will be required to liaise with client and tenants across sites for the areas of responsibility, and act as their service provider liaison. Working with a team of technicians and service partner, the role is responsible for the delivery of workplace & engineering services to the highest standard resulting in safe, code-compliant, functional, comfortable, energy efficient and attractive facilities and site infrastructure. The role is responsible for the managing of self-performance services, vendor performed contract services, and to provide monthly updates and status projections. The role is responsible for the preparation, collation and submission of related engineering, facilities, and project reports as per required frequency. Develop an understanding of and sound working relationships with key representatives of the client and all key suppliers'/ service providers to the site. Major Activities and Responsibilities: Client Service - Facilities Management Establish a 'Safety First' culture across sites, and improve safety performance by championing our level of awareness and changing all staff and partner safety behaviours. Provide support to client and greater team as required to ensure delivery and achieve of high client service standards. Have strong focus ensuring our JLL staffs and vendor partners meet all EHS, SLA, KPI, Satisfaction Surveys, Contracts and Scope of Work (SOW) requirements. Timely escalation to Manager and/or JLL management in the event of any escalations which have impact on KPI/SLA and other deliverables Serve as the liaison for all facilities services, inclusive but not limited to janitorial, lab services, landscape, shared compound, security, waste management, space planning, and project development services. Ensure compliance by ensuring renewal of all related government and statutory licenses Develop of service standard, establish and continuous update Operational procedures, roll out and training for operations staffs. Review the maintenance/service practices of hard and soft services vendors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools and documentation Ensure all safety, environmental, and client standards are strictly adhered to within managed facilities. Ensure compliance with portfolio wide initiatives and required local, state and federal laws and regulations that pertain to the operating of facilities. Ensure strict compliance with client policies and procedures, government regulations & JLL internal SOP pertaining to EHS, procurement, financial policies, etc. Support and promote customer and JLL related sustainability initiatives by proposing & participating in recycling, energy, waste reduction, sustainability program. Prepare, collate and submission of related facilities and financial reports, responsible for organising, coordinating, chairing of client's meeting and business reviews. Key point of contact for corporate and community event, to work liaise and work with stakeholders for the planning and conduct of events and functions. Ensure uptime and smooth operation of IFM services, attend and response to site incident and emergency as required. CERT ERT trained and to support as SIC for building. Support and conduct Fire Certification & testing, Table Top Exercise, Fire Drills, Building Annual Shut down and other regulatory requirement. Client Service - Project Management Attend project tender show round as required to understand requirement and expectations, define project work requirement and scope of work, liaise and arrangement of project vendors for quotation based on tender specification and requirement. Collate and evaluate of submitted vendor quotations, consolidate and prepare and submission of formal quotation to manager as per specification and requirement. Conduct of project meetings provide progressive updates of project to the manager, client and stakeholder. Submission of project progress & completion reports, prepare and process of project claims and invoicing. Procurement & Vendor Management Manage multiple vendors including hard and soft skills to deliver services on time and within budget. Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices. Ensure routine meetings are carried out to manage key vendor performances Finance Budget & Admin management Work with manager to track spending, vendor cost and plan of finance budgets. Ensure timely submission of finance report / billing Track, collate and submit of vendor cost and invoices for reporting Source and prepare quote for submission to client Provide administrative support to the team as required Financial Targets Effectively support the management to control of site operating expenses to meet/exceed glide path savings targets. Support JLL Sourcing Team on all Sourcing Initiatives implement all service level changes and/or supplier transitions as required. Ensure all financial processes are following and compliant as per JLL and clients' competitive bids process, issuing of PO's, and receipting work. Growth of Company Actively identify, develop and document best practices that increases JLL's value to the client. Actively identify, develop, propose and document innovations that increase JLL's value to the client. Actively apply and support of JLL new technology and corporate programs to increase value to the client. Education & Qualification Degree / Diploma holder in Building or Facilities Discipline from a recognised tertiary establishment, with a minimum of 1 - 2 years relevant working experience (with M&E and/ or civil / building background is preferred) in facilities management Experiences and technical knowledge in facilities management, project management and tender RFP. Pleasant personality, strong customer service, interpersonal skills and problem solving ability. Strong technical and project management knowledge Good understanding of facilities operations / housekeeping management Computer skills in Microsoft Office, MS project, PowerPoint, Excel Independent, self-motivated, flexible, responsible and willing to work under pressure Knowledge of standard business and accounting practices. Knowledge of Excel and ability to analyse data.