Facilities Executive Moen
Jones Lang LaSalle
Pune, MH
6d ago

Title : Executive Facilities- Soft Service

Business unit : IFM

Reporting to : Facility Manager / AFM / Site Lead

Key stakeholders : Site Lead, FE Tech, Supervisors, Client Lead

Direct reports :

  • Team consisting of
  • HK Supervisors
  • Pantry Boys, helpdesk Team
  • Duties & Responsibilities :

  • Be accessible for escalation of all FM related issues
  • Oversee the Helpdesk Service request of Customers are attended.
  • Provide management advice to Helpdesk operators for escalated issues
  • Ensure immediate response to Priority Calls
  • Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled
  • Oversee the Mailroom process and action escalations to the user satisfaction levels.
  • Provide management advice to mailroom executives for escalated issues
  • Oversee the Front Office function and guide the team member on the deliverables
  • Ensure visitors are promptly attended by the Front Office Executives (FOE)
  • Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep
  • Ensure the FOE has placed newspaper and magazines in the reception area as necessary
  • Oversee the Housekeeping Services are on satisfactory levels and as per standards set.
  • Muster all the housekeeping staff of the shift before deployment and communicate the priorities of the day
  • Inspect the turnout and attendance of the staff
  • Meet the housekeeping in charge during the shift to discuss and communicate priorities for the shift and address complaints
  • Oversee the upkeep of indoor plants and take necessary action if required
  • Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
  • Communicate to the FM through on all incidents and all-important operational issues which requires his assistance, guidance, and approval.
  • Take rounds of the facility regularly to identify issues in Housekeeping / Security and Cafeteria etc and initiate immediate rectification actions
  • Prepare weekly shift rosters for HK Services with the help of the Facility Manager.
  • Ensure the rosters are briefed well to the team to make them understand the deliverables.
  • Process vendors’ bills pertain to Location and consolidate on standard JLL template for submission to FM
  • Coordinate all the FM supplies required for the location with the central resource
  • Ensure timely availability of all FM related supplies at the site
  • Adhere to the reporting procedures as per JLL standards and requirements
  • Follow the Standard process for managing all FM requirements at the location.
  • Ensure vendor compliance audit done at the location through JLL audit team and records maintained
  • Performance objectives and Key Performance Measures :

  • Manage all FM related requirements for the location to the end-user satisfaction levels and maintain JLL standards on deliverables.
  • Provide all administrative support to the Facilities Management team at
  • To ensure timely and accurate completion of FM reports pertaining to soft services
  • Registers for Housekeeping
  • Log Book of the Events recorded
  • Shift Rosters of the vendor team
  • Management New initiatives for the location
  • Management Savings initiatives proposed for the location
  • Client Satisfaction
  • Closure of helpdesk complaints
  • Daily, weekly and monthly reports
  • Vendor staff attendance checks and validation
  • Statutory audit coordination
  • Key skills

  • Scheduling of activities with coordination with all stakeholders
  • Good Communication and structural approach with analysis
  • Team player and should drive ground level staff to the desired output
  • Employee specification :

  • Graduation / Hotel Management
  • Experience in managing soft services, Helpdesk Operations, Client Visits
  • Reports, Monthly Trackers, MMR, SLA, Vendor Coordination
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