Assist the Facilities Management Team in the delivery of services to operate and maintain the property including any designated financial, technical, maintenance, procurement, asset & vendor management.
Provide comprehensive administrative support in accordance with company policies, procedures and processes.
Develop an understanding of and sound working relationships with key representatives of the client and key suppliers/service providers with whom he/she operates in support of the site.
Act as the first point of contact for service request calls and requisitions through data and voice support (Helpdesk Assistance)
Coordination with other support groups (IT, HR, Finance) regarding administrative concerns such as proximity card process, Office House Rule Policy review and implementation.
Understand the operational and technical requirements of the elements of the site for which he/she is responsible.
Assist the Facilities Manager in managing all non-technical outsourced service contracts and Jones Lang LaSalle personnel, including inspections and quality management of service delivery – this includes all Housekeeping and Messengerial functions.
Ensure that current contracts are maintained to provide necessary supplies and services. This includes lease contracts for staff housings.
Review and spot-check areas of responsibility to ensure that suppliers / service providers are meeting contractual obligations to the client.
Assist the Facilities Manager in the preparation of tender documentation, evaluation of tenders, preparation of contracts. (Purchasing prepares the standard contracts for TMI)
Responsible for administration activities including evaluation of vendor billings and recommendation for payments, preparation of vendor/client contact list including emergency contact list.
Ensure general administrative activities under his/her control are conducted in a timely and efficient manner.
Asset tagging of new assets, non IT related equipments. Coordination also with different departments for inventory and tagging. Assist Purchasing and Finance department in the inventory.
Assist the Facilities Manager to ensure the smooth running of meetings and/or events at the site
Preparation of FM periodic reports by consolidating inputs from Engineering, Administration, Security and Housekeeping.
Assist with critical out-of-hours issues and participate as a key team member in response to emergency situations.
Provide backup support for the Facilities Manager in times of absence
If appropriate, liaise closely with the client on-site representatives to address problems and/or enhance working environment performance
Ensure compliance of regulations/requirements of Jones Lang LaSalle management.
Participate in Emergency Evacuation procedures including crisis management and business continuity.
Manage all Health and Safety issues and actively participate in Health and Safety reviews.
Assist with any other duties as assigned by the Facilities Manager on a needs be basis.
Adequate interpersonal skills to manage diverse range of service providers and Client representatives
Sound written and oral communication skills
Ability to manage multiple operational matters on a daily basis.
Working knowledge on Occupational Safety requirements
Capacity to deal with ambiguity and seek guidance in areas of difficulty.
Experience in technical, building, project, or facilities management activities.
Strong PC literacy and proven ability to manage daily activities using various systems
Demonstrated experience with continuous improvement initiatives is highly desirable
Demonstrated experience with client reporting and preparation of reports required.
Acts as leadership role model for Jones Lang LaSalle by behaving consistently with cultural requirements as per The Code of Ethics
Set stretch targets for self to achieve maximum team performance
Is able to make difficult decisions and resolve problems or improve operations.
Actively searches out opportunities to achieve best results
Promotes open, constructive and collaborative relations with superiors, subordinates, peers and clients.
Gains respect of Jones Lang LaSalle people, clients, and where appropriate, with the broader business community.
Listens effectively and communicates through actions and example. Has strong written and oral communication skills
