Facilities Manager
Job Description
Duties
& Responsibilities
Management
& Responsibilities
Management
- Manage helpdesk staff performance and professional development plans and review helpdesk staff level and job responsibilities.
- Manage Meeting and Event Support services.
- Monitor and ensure individual staff performance meet the service levels.
- Monitor and ensure individual staff adheres to The Client Code of Conduct, Policies and Procedures.
- Conduct the training including emergency situations to meet The Client requirements.
- Conduct regular operational meeting to discuss projects, tasks status update, workload and resources.
- Prepare monthly management reports to The Client regarding activity summary, performance level, energy data, PPM, innovation and incident.
- Provide all necessary financial data to assist The Client in planning annual budgets.
- Manage all paper and electronic documents in line with The Client filing structure guideline and conduct random quality checks.
- Manage master register of all contact lists including emergency contact lists, master vendors contact lists and critical vendors contact list and conduct random checks.
- Manage a register of all The Client standards documentation.
- Manage financial process all service vendor and contactor invoices and payment.
- Maintain and report staff attendance hours.
- Manage an updated register of all maintenance contracts.
- Perform maintenance contractors / vendors review and selection for new contracts and contracts renewal.
- Manage daily site walk to check the office facilities, furniture, partitions.
- Manage weekly visual check on the architectural and building services installations.
- Plan, schedule, organize and supervise the execution of repair and modification work identified from the regular daily and weekly system checks.
- Manage all changes to the as-built drawings and documentations.
- Plan and coordinate with various maintenance contractors to carry out the preventive maintenance works.
- Manage reports of the maintenance works.
- Manage all administration of all maintenance records.
- Maintain and update all Operation & Manual and as-fitted drawing.
- Manage site access to Client site in accordance with the Client regulations.
- Manage all necessary standard tools and equipment and calibrate all necessary tools and equipment.
- Manage documents required by relevant authorities.
- Plan and execute energy saving measures and other environmental measures.
- Manage highest standards of building services.
- Manage and ensure all operational staff and contact staff adheres to The Client working practices, government regulations and code of practices of related institutions.
- Define and coordinate BCP action plan procedures and documentation for CS division. Manage and implement all BCP recovery procedures.
- Maintain all working area and plant room areas are clean and tidy especially after any maintenance or repair work.
- Manage and maintain general upkeep of office environment including lighting, temperature control and power supply.
- Manage all office assets including furniture with asset inventory lists.
- Maintain records of all inventories including fixed and loose furniture, equipment.
- Manage on site storage inventories.
- Manage the central collection of maintenance keys and keys to furniture.
- Coordinate general office cleaning services including waste disposal, carpet cleaning and pest controls.
- Coordinate with CSI for fire safety procedures including evacuation procedure and fire marshals list.
- Interact with Facilities Helpdesk to respond user needs and coordinate with maintenance staff, internal teams or vendors to resolve issues.
- Maintain positive relationships with users to ensure high level of satisfaction.
- Manage all work orders for repairs, building modification, various equipment needs and maintenance.
- Manage cleaning vendor, including inspections and quality management of service delivery.
- Facilitate regular meeting with cleaning vendor to discuss tasks status update, workload, and resources, identify and implement more efficient and/or cost-effective processes.
- Assist with the preparation and regular update of budget and verify with Finance on all expenditure for facilities management.
- Manage Meeting and Event Support services staff including planning and coordination of conference and meeting room setups and tear downs with business units and vendors.
- Manage performance of Meeting and Event Support services including monitoring service quality and eliciting feedback from end users.
- Manage staffing, organization (roles and responsibilities), workflows and Standard Operating Procedures (SOP) for Meeting and Event Support.
- Manage communications with client and coordination between Meeting and Event Support staff and other vendors.
- Project management for large-scale events, including clarifying roles and responsibilities between The Client, JLL and other vendors and scheduling.
- Ensure compliance with statutory regulations on health and safety regulations.
- Ensure all safety procedures including Emergency Operation Procedures.
- Maintain a register of all emergency call out incidents.
- 24hrs emergency call out coverage service to attend to any crisis to The Client site.
- Communicate with regional team to standardize JLL operation, meet The Client requirements and solve issues.
- Manage issues raised during Ops AIDE audits conducted by JLL EOS, if any.
- Minimum five year's experiences in facilities, helpdesk services, building services of facilities management.
- English skill (Speaking and Writing)
- Presentation Skill, team management skill, and project management skill are required.
- To see things from client's standpoint, listen and observe to anticipate client's needs.
- Previous experiences in factory environment.
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Key Skills
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