Total 302 job vacancies by Jones Lang Lasalle Property Consultants Pte Ltd

• Supports the Building Manager in the operation management of delivering Integrated Facilities Management services for HDB Commercial Properties
• Assist and support all the sites in the day-to-day maintenance and functional operations of the properties
• Ensure preventive maintenance works are carried out.
• Support the site team in vendor performance monitoring and management to ensure contractors perform their services as per agreed KPI
• Manage minor repairs and improvement works
• Calling for quotations and arranging rectification works by term and appointed contractors
• Setting up records and maintenance systems and ensure standardization of the systems and processes on site
• Mobile standby to provide emergency response and support the sites in the event of any critical or urgent breakdown
• Provide additional support to the sites to supervise any major repair and A&A works
• Assist to conduct tenants’ satisfaction survey and tenants communication
• Supports Yearly Electrical Annual Shutdown activities and events in the building
• Building and equipment inspection
• Assist in tenancy, leasing, renovation, finance and promotion related matters
• Follow up on tenancy management matters regarding fit-out works, renovation deposit refunds, reinstatement works, arrears management and air-con extension billing
• Review Permit-to-work submission as well as Risk assessment for contractor works
• Verify vendors invoices and ensure submission and documentations in order

Life Science Engineering Lead

The engineering lead will have the accountability for all technical hard services and project delivery. His role will be to set the maintenance strategy and reliability program and ensuring we continually have the correct mix of skillsets through the team. They will review and approve all work permits, method statements, & risk assessments, and drive engineering best practice with a focus on consistent standards and continuous improvement. With oversight of asset management, CMMS and projects, they will ensure outputs of these teams are integrated into the engineering delivery arm of the structure.

He will also be the SPOC for EHS related accountabilities, ensuring the account is compliant and audit ready, with responsibilities including EHS Management System, deviation management of safety events and follow through of CAPAs closure in the EHS system, development of operating standards, risk assessments, scheduling and tracking of account wide programmes and ensuring accurate reporting, data management, governance, and alignment with both JLL and client policies and procedures.

What this job involves

• To assist the Site Lead in the day-to-day operations at client site.
• To provide comprehensive facility, critical environment management and technical services to the client, with a focus on continuous improvement.
• To achieve excellence in maintenance programs at site with highest standards and best practices.
• To achieve financial and other KPIs established by Account Manager. Delivery of services in accordance with the Signed Local Agreement (SLA).

Responsibilities.

• Ensure compliance with all governmental regulations
• JLL FM point of contact person at the site.
• Manage the day-to-day facilities services of buildings and premises..
• Coordinate with vendor/contractor to ensure equipment is maintained in good status.
• Responsible for ensuring all GMP documentation related to maintenance activities is completed accurately and processed to full completion.
• Responsible for maintaining defined training requirements as related to all aspects of job.
• Ensure maintenance spent is kept within the annual budget.
• Use technical knowledge to conduct troubleshooting and root cause analysis
• Perform preventative maintenance on equipment, as needed.
• Respond to maintenance calls in a timely manner.
• Maintain safe work environment and perform safe work practices.
• Responsible for Planning of maintenance activities to ensure resources, parts and vendors are on site per schedule for maintenance work.

Client/Stakeholder Management

• Manage key client stakeholders effectively to ensure that expected service levels are achieved
• Responsible for delivery of services in accordance with client management SLA
• Build strong working relationships with key client representatives and promote JLL’s EOS platform
• Coordinate with stakeholders to ensure smooth delivery of FM programs and procedures

Providing Crucial Administration

You will assume overall responsibility for site budgets, accounting and finance, contract services, purchasing of material, equipment & supplies and occupancy services. Specifically, you will ensure vendors are well-managed, delivering timely services and within budget. You will ensure compliance of vendor procurement processes with agreed client procurement guidelines as well as JLL best practice.

You will plan and manage all contracts to ensure that they are professionally delivered at the right costs and continually assess that they deliver the best value to the client. You will ensure expiry of contracts are well-monitored and re-procurement is initiated if needed. You will also actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the JLL Code of Ethics and that financial processes are always followed.

Handling Safety and Risk Management

You will ensure the provision of a safe working environment in complying with statutory regulations on fire, health and safety standards. You will ensure disaster recovering, business continuity plans escalation procedures, incident reporting procedures and a property risk management program including audits are implemented and maintained. You will assist in developing guidelines and strategies to ensure compliance with JLL’s business conduct.

Experienced

At minimum, you have a Diploma in engineering related field and/or 1 - 2 years’ relevant working experience in Laboratory, GPM facility or plant environment. Possess good knowledge and understanding of the following:

• GMP facilities
• Local occupational health and safety requirements
• Vendor management for specialized services
• Basic technical aspects of property (HVAC, Compressed air, Fire Protection system, Mechanical & Electrical system, BMS system)
• Commercial contracts (as well as proven capacity to interpret them)

You also demonstrate strong budget management and financial analysis skills

Capable

You are equipped with excellent planning & organizational skills in prioritizing work and meeting tight deadlines You have a proven ability to manage multiple and complex operational matters on a daily basis. You are analytical and demonstrate the capacity to deal with ambiguity. You effectively provide long term solutions to complex problems by employing quantitative and holistic approaches.

People Person

You possess good verbal and written communication skills (English), and are an active listener. This translates to your ability in demonstrating a proactive & professional approach to customer service and stakeholder engagement. You are able to interact with a wide range of client staff, including senior levels, as well as managing conflict and balance between client and firm requirements. Internally, you are an effective leader who provides good training and promote open, constructive and collaborative relationships at all levels of staffs across the region.

Inspiring

You have a passion for quality and an eye for detail to make sure the best delivery of services. You are able to effectively deal with stressful situations as well as adapt to rapidly changing situations. You focus on meeting performance targets and can work well with others in the process. You are open to new ideas and willing to challenge status quo in initiating and following through with improvement initiatives. People describe you as a self-motivated individual who is confident, energetic and exhibits honesty & trustworthiness.

Floor Ambassador

Work Dynamics - Integrated Facilities Management

Client: Bank

What this job involves:

• Work closely with the Community Manager to deliver client's vision and brand promise;
• Provides consistent and memorable customer experiences;
• Create a sense of community by connecting with employees on a daily basis;
• Ensure the general well-being of the workspace;
• Assist during event days where applicable; and
• Any other duties, as and when directed.

Housekeeping / Logistics

• Daily routine checks and maintenance of the following:
  General office areas
  Meeting rooms
  Workstations
  Mail collection
  Cabinets
  Toilets
  Enforcement of clean desk policy
• Management of office supplies:
  Stationery
  Copiers & printers
  Confidential document box
  VC/AV system
  Telephone line and cables
  Office keys
• Management of bistro machine & supplies:
  Coffee machine
  Water dispenser
  Cups & cutlery
  Paper towels
  Fridge
  Pump servicing (sink)
• Oversee and manage lockers arrangements and users’ lists;
• Work closely with housekeeping to ensure proper workplace hygiene is observed (meeting spaces, work points, safety, power saving, etiquette, noise level); and
• Lost & Found management.
• Reception / Hospitality Services
  Answer all incoming calls and handle inquiries whenever possible;
  Provides prompt response to guest/clients request (no longer than 24hours);
  Introduction of space and ushering of guests to their respective event spots
  Monitoring visitor/space logbook;
  Maintenance of key contact lists;
  Ensure signages are constantly being updated;
  Sorting and handing out mails; and
  Constantly gather feedback from users to see how we can further improve our space offerings.

Sound like you? To apply, you need to be a:

• Minimum 3 years proven work experience in a customer service capacity;
• Able to work independently and as part of a team;
• Ability to identify and track relevant community KPIs;
• Proficient in Microsoft applications;
• Customer service oriented with good verbal communication skills;
• Attention to detail and a pleasant personality; and
• Able to work overtime (OT) during event periods where required.
• Other Requirements (good to have)
• A first aid certificate;
• Knowledge on HSSE, risk assessments;
• Experience in security management; and
• Experience in assisting to organize events.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

• In General
• Welcome and acknowledge residents and their guests to Service Excellence Standards (SES); get to know residents and their guests by name, anticipate and address service needs, assist individuals with physical challenge and thank others with genuine appreciation.Actionable Example:There will be residents and their guests moving around the estate. Doorman ought to make the first move, engage them and greet them warmly.
• Immediately report any defects, identify potential hazards and unsafe work practices to the estate manager; takes appropriate measures to ensure safety and well-being of residents, guests and coworkers. Immediately report any incidents, accidents and injuries to the estate manager; document details and facts in (OMS II)
• Follow all company and estate policies and procedures, ensure uniform and personal appearance are clean and reflects a professional image at all time.
• Maintain high integrity and confidentiality of proprietary information, residents’ information and protect estate and company assets.
• Communicate positively in a clear, concise and professional language with appropriate greetings and etiquette.
• Work closely with security personnel; concierge officers and Lobby Attendant to make announcement through inconspicuous radio communication when residents or their guests return or leave the estate. Upon hearing the announcement, Doorman may go to the private lobby to welcome the residents and their guest and assist them with the luggage or grocery if necessary.
• Develop and maintain positive working relationships with others, support team to reach company goals and resident satisfaction.
• Educate service providers and coach their staffs to acknowledge and greet residents by name; offer assistance, take note of service request and communicate to the Concierge team for follow up and documentation.
• Promptly follows through with common Concierge requests in a residential environment.

MAJOR RESPONSIBILITIES

• People Management
  Manage and coach team
  Develop and sustain a high-quality well motivated team
  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
• Client/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 in the client’s premises
• Procurement & Vendor Management
  Ensure vendors are well-managed, delivering services on time and within budget
  Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice
• Contracts Management
  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
  Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the Jones Lang LaSalle Code of Ethics
  Ensure financial processes are followed at all times
• Health & Safety Management
  Ensure the provision of a safe working environment
  Ensure compliance with statutory regulations on fire, health and safety standards
  Assess site safety hazard and ensure work activities are carried out safely.
• Site Operations Management
  Recommend and implement Industry Best Practice operations
  Implement building procedures and performance measures and ensure they are maintained at all times
  Ensure all Critical Environment (CEM) requirements are met
  Review existing operations regularly to reduce costs and improve operational standards
  24/7 emergency call support and site attendance is required
  
• Risk Management
  Ensure a risk management program is 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
• Achieve Key Performance Indicators and Service Level Agreement targets
• Preparation of monthly, quarterly reports to present to client
• Any other duties assigned by supervisor

Ideal Experience

• Min. Bachelor’s degree in facilities management, building or other engineering field with 5 years experience in semiconductor / manufacturing environment
• Knowledge of local occupational health and safety requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Has an understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Proven capacity to understand and interpret commercial contracts
• Strong budget management and financial analysis skills
• Experience in cleanroom operations

Critical Competencies for Success

• Client Focus & Relationship Management
  Demonstrates proactive & professional approach to customer service and stakeholder engagement
  Ability to interact with a wide range of client staff, including senior levels
  Ability to manage conflict and balance between client and firm requirements
  Has a customer service oriented attitude
• Team Leadership
  Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels
• Project Management & Organizational Skills
  Excellent planning & organizational skills to prioritize work and meet tight deadlines
  Proven ability to manage multiple and complex operational matters on a daily basis
• Problem Solving & Strategic Thinking
  Capacity to deal with ambiguity and solve complex problems effectively
  Analytical, proven ability to solve problems using a quantitative approach
  Proven ability to employ holistic approaches and looks at long term solutions

Other Personal Characteristics

• Strong communicator – Good presentation skills and possesses strong verbal & written communication skills (English & local language), also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of services
• Self-motivated; confident & energetic
• Ability to effectively deal with stressful situations
• Flexible – able to adapt to rapidly changing situations
• Strongly goal-oriented – able to focus on meeting all performance targets
• Is a team player – able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo

Facilities Administrator

Work Dynamics - Integrated Facilities Management

Key Responsibilities:

Mailroom Operations:

• Manage mail sending and receiving processes, ensuring timely and accurate distribution.
• Oversee and maintain mailroom consumables inventory.
• Implement and maintain efficient mail tracking and delivery systems.

Document and Storage Management:

• Organize and maintain the facilities document management system.
• Ensure proper filing, storage, and retrieval of important facility-related documents.
• Oversee the organization and management of storage facilities.
• Maintain accurate inventory of stored items.
• Implement efficient storage solutions and space utilization strategies.

Stationery Management:

• Manage the procurement, storage, and distribution of office stationery.
• Maintain inventory and reorder supplies as needed.

Facilities Support:

• Assist with cleaning inspections and zoning.
• Help coordinate Preventive Planned Maintenance (PPM) scheduling for various systems and ad-hoc repairs.
• Support the management of the facilities helpdesk.
• Assist with meeting room and event setup services.

Reporting and Coordination:

• Help prepare and submit various FM-related reports.
• Assist in coordinating with vendors and landlords as needed.
• Support the facilities team in utilities reporting.

Facilities Coordinator

Work Dynamics - Integrated Facilities Management

Key Responsibilities:

Preventive Maintenance Management:

• Schedule and coordinate Preventive Planned Maintenance (PPM) for various systems.
• Coordinate and oversee ad hoc repairs as needed.

Vendor Management:

• Support client to review vendors performance and address issues.
• Ensure vendor compliance with company policies and procedures.

Landlord Coordination:

• Liaise with landlords regarding building services such as Annual Shutdown.
• Ensure effective communication between the company and property management.

Admin and Reporting:

• Prepare and submit utilities reports.
• Compile and submit various FM-related reports as required.
• Maintain accurate records of all maintenance activities and inspections.
• Assist to raise Purchase Order and process invoices when required.

Helpdesk Management:

• Oversee the facilities helpdesk operations.
• Ensure timely response and resolution to facility-related inquiries and issues.
• Prioritize and assign tasks to appropriate team members or vendors.

Meeting Room and Event Support:

• Coordinate meeting room and event setup services.
• Ensure rooms are properly equipped and prepared for various functions.

Pantry Management:

• Oversee pantry operations and maintenance.
• Ensure pantry areas are well-stocked, clean, and functional.

Mailroom Operations:

• Support mail sending and receiving processes, ensuring timely and accurate distribution.
• Oversee and maintain mailroom consumables inventory.

Job Description

With the increase in demand for innovative financing options, JLL is looking for an experienced Real Estate debt and equity/structured finance professional to join the team in Singapore, providing optimal structuring solutions for clients including institutional investors, listed property entities, high net-worth individuals, family offices and developers.

This role will procure and expand strategic client relationships, by advising them on solutions across the capital stack. S/he will be an inspirational leader, driving a change agenda in support of the APAC Capital Markets Strategic business plan, as JLL broadens its revenue in the Debt Advisory and Equity Advisory business lines. JLL’s debt & structured finance team arranges the capitalization for office, retail, industrial, hospitality, multi-family, and other commercial properties through various public and private capital sources.

Based in JLL’s APAC headquarters in Singapore, this role will report to the Head of Debt Advisory - Asia Pacific and will focus primarily on the debt and structured finance side of commercial real estate transactions. Responsibilities as include originating, marketing, structuring, negotiating, and closing commercial real estate loans and debt or structured finance transactions while also working to drive new business across the platform. The successful candidate will also be expected to train and lead analysts on debt, structured finance and equity underwriting. He or she will also be working closely with the broader firm, investment sale producers in the Singapore and regional offices, and Debt Advisory producers globally.

Duties & responsibilities

Contribute to the growth of the Debt & Structured Finance capability for JLL in APAC by providing optimal structuring solutions across debt, mezzanine, preferred equity, and joint venture equity transactions for all client types. Work closely with the Singapore-based Capital Markets teams and with Capital Markets operatives throughout APAC.

Performance objectives

• Contribute to origination activities and on-boarding of new clients and/or transactions based in Singapore and across APAC.
• Responsible for complex financial modelling of commercial real estate transactions including but not limited to office, industrial, retail, build to rent, hotels, alternatives, etc. Utilize market and JLL data / research.
• Oversee the preparation of investment financing packages and lead the production of capital raising marketing materials for property transactions.
• Leverage JLL’s databases and be able to effectively utilize data to determine trends and prepare for pitches and meetings.
• Understand legal documentation for property transactions - review real estate documents (leases, loan documents, valuations, etc.) to determine if any issues exist and determine what could be a concern.
• Become the recognised Debt & Structured Finance specialist for JLL in APAC.
• Develop a deep understanding of the property financing landscape in APAC.
• Maintain a strong client focus in all work and communication and with Client Relationship Management (CRM) tools.
• Develop new ideas to enhance and add value to current services.
• Develop personal skills in a way that benefits your career progression and the services offered by the firm.

Key skills and attributes

• Strong communication and sales skills, resilient, energetic and growth-oriented with the ability to credibly interact with potential clients.
• Strong work ethic, team orientation, and positive attitude.
• Well-networked in Victoria and highly regarded by existing clients.
• Continuous learning and improvement regarding both industry knowledge and technical skills.
• Ability to handle complex and multiple independent deals and responsibilities.
• Natural and learned leadership skills.

Employee specification

• Minimum 10 years’ experience in property capital advisory / transactions with exposure to the duties and responsibilities listed above. Experience may also include residential mortgage brokerage.
• Tertiary degree.

Administration

• To prepare weekly/monthly meeting documents and minutes.
• Prepare A&P calendar of events, revenue and expenditure. / Work closely with the Placemaking team
• To organize social events & meetings.

Operational Matter s

• Attend to day-to-day requests/feedback from tenants.
• Assist the Manager in supervising soft services such as cleaning, security, landscape, pest control and carpark services.
• Manage fit-out / reinstatement / A&A works.
• Issuance / approving PTWs.
• Coordinating viewing requests by leasing team.
• Main contact for tenants' requests (deliveries, access,
• visits, air-con extensions, handyman works, etc.)
• Preparing Tenants' circulars / correspondences.
• Prepare & carry out Tenant Survey
• To review, and if necessary, recommend and implement changes to operations procedures.
• To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability, or effectiveness.
• To set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.
• To follow up on matters after meetings.
• To set up inspection schedules on defects, cleanliness and other term contract works.
• To liaise with Property Executive (M&E) and tenants on matters related to M&E services.
• To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
• To review and update Fit Our Guide, Tenants Handbook, SOPs, forms, if necessary.
• To attend meetings with clients, term contractors or any other meetings and to record and put-up minutes.
• To prepare and submit all necessary documents to authorities such as BCA and URA, or any relevant authorities as needed.
• To keep updated records of all warranties.
• To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
• To conduct regular inspections with the term contractors (cleaning, pest control, fire protection system, lift, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.
• To conduct daily checks on common property to ensure their soundness and proper maintenance.
• To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.
• To monitor and furnish regular reports on any intrusions, irregularities, or unsafe practices.
• To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.

Tenancy Management

• Help coordinate tenant move-ins and move-outs.
• Build positive relationships with co-workers, clients, and tenants.
• Respond to tenants’ needs and maintain positive relationships and high retention levels with all tenants.
• Liaise with tenants on repairs and maintenance works.

Retail Management

• Organize regular tenants’ communication sessions for marketing updates and management of issues.
• Ensure tenants comply with key lease covenants such as permitted use, operating hours, signages, connection to POS, submission of sales data, etc.
• Drive campaigns and space activations.
• Manage social media platforms, websites etc.

Emergency

• To lay down procedures and contact numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
• To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.
• Reporting & Budgeting
• Prepare accurate, timely and completed reports, including monthly performance reports and variance reports for review by senior management.
• Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.
• Manage all accounts payable for the property, including collection, and approval of invoices.
• Respond to problems and concerns and ensures compliance with rules and regulations.

Performance Indicators:

• Successful completion of scheduled activities.
• Achieve KPIs.
• Achieve target deliverables for business plans, monthly reports and budgets.
• Attain best value for money outcomes on service contracts and facilities cost services.
• Ensure that a high level of professionalism and customer service are always maintained.
• Ability to work under pressure and meet set timelines.
• Client and tenant’s customer satisfaction.
• Meet standards and audit requirements.

Knowledge/Experience:

• Tertiary qualification with at least 3 years of experience.
• Excellent communication skills to build rapport with tenants, understanding their needs, and resolving conflicts effectively.
• Have a customer-centric approach, prioritizing tenant satisfaction.
• Experience in managing and resolving conflicts, negotiating settlements, and finding win-win solutions will be highly beneficial in this role
• Knowledge of operation, maintenance, fit out practices and related local ordinances.
• Independent with integrity, innovative, proactive, and resourceful.
• Good organization, problem solving and communication (verbal and written) skills.
• Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

What your day-to-day will look like:

• Maintain leave records
• Liaise with HR on OT claims
• Submit IT access requests
• Onboarding of new joiners, offboarding of leavers,
• Liaise with UBS vetting teams on new joiner vetting status
• Request for office & IT access
• Update contract records
• Assist in calendar invites / meeting room reservations / logistics
• Assist in T&E claim submission
• Assist in travel approval requests
• Submit Purchase Order requests to JDE and maintain the PO tracker
• Follow-up with teams on Corrigo work orders
• Review and submit JLL vendor invoices
• Liaise with vendors on invoice submission and payments
• Consolidate vendor invoices for IFM billing (to send to GCS managers for review of IFM bills)
• Prepare GMP, adhoc & project billings to client
• Submit revenue & expense accruals
• Prepare financial report (MMR) with updates from all team leads
• Update Regional finance on IFM invoice payments

Miscellaneous

• Assist on Corrigo issues - update of work order schedules, onboarding of JLL users & vendors
• Assist on new joiner matters
• Draft, review, and revise contracts
• Negotiate contract terms with clients and vendors
• Ensure all contracts comply with company policies and legal requirements
• Maintain a comprehensive contract database
• Monitor contract deadlines and renewals
• Coordinate with internal departments to gather necessary information
• Prepare reports on contract status and performance
• Assist in resolving contract disputes
• Develop and implement contract management processes

Requirement:

• NITEC with at least 2 years of expereince in facilities administrative duties.
• Team player.
• Working location: East

Facilities Management

Work Dynamics - Integrated Facilities Management

Duties & responsibilities

PEOPLE MANAGEMENT (where applicable)

• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Build and maintain an environment that supports teamwork, co-operation and performance excellence within team

CLIENT/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 in the client’s premises

OPERATION MANAGEMENT

• Recommend continuous quality improvement practices and implement Industry Best Practice operations
• Implement building procedures and performance measures and ensure they are maintained at all times
• Ensure all Critical Environment (CEM) requirements are met
• Review existing operations regularly to reduce costs and improve operational standards
• Achieve Key Performance Indicators and Service Level Agreement targets

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 and Client’s business conduct

HEALTH & SAFETY MANAGEMENT

• Ensure the provision of a safe working environment
• Ensure compliance with statutory regulations on fire, health and safety standards

PROCUREMENT MANAGEMENT

• Ensure vendors are well-managed, delivering services on time and within budget
• Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice

Candidate Specification

EXPERIENCE

• Min. 3-5 years’ experience in facilities, property management or related field with technical background
• Has experience working in School environment
• Knowledge of local occupational health and safety requirements
• Knowledge of vendor management for specialized services
• Has an understanding of basic technical aspects of property (ACMV, Fire Protection system, Mechanical & Electrical system)
• Proven capacity to understand and interpret commercial contracts
• Strong budget management and financial analysis skills.

COMPETENCIES

• Client Focus & Relationship Management
• Demonstrates proactive & professional approach to customer service and stakeholder engagement
• Ability to interact with a wide range of client staff, including senior levels
• Ability to manage conflict and balance between client and firm requirements
• Has a customer service oriented attitude
• Project Management & Organizational Skills
• Excellent planning & organizational skills to prioritize work and meet tight deadlines
• Proven ability to manage multiple and complex operational matters on a daily basis
• Problem Solving & Strategic Thinking
• Proven ability to employ holistic approaches and looks at long term solutions

• Assist the Centre Manager on tenant's feedback and complaints. Follow up closely with vendors and tenants to ensure proper case closure for tenant's satisfaction
• Attend and manage season parking and parking matters.
• Manage maintenance of Building including supervising cleaning, security and landscaping works.
• Support capex works and maintenance works.
• Facilitate and support tenant's retention programme and activities.

Responsibillities;

• Partner with clients to ensure building activity is communicated.
• Manage and coordinate management and maintenance plans, implementing and communicating property by-laws.
• Managing scheduled statutory certification and inspections of the common properties.
• An understanding of defect management, coordination of contractors, managing warranties, and planning activity according to the project plan.
• Review tender service contracts and provide appropriate scope of work for each contract.
  Organise, manage, and monitor all facets of the estate operations to maximise cost
  efficiencies.
• A high level of customer service, developing and maintaining relationships with all property
  stakeholders, including owners, tenants and clients.
• Ensuring the estate is kept to exceptional presentation and standards.

Requirements

• Degree in Building Services with a technical understanding of building construction trades, defects, maintenance, and tender service contracts.
• Strong administrative skills focused on professionally written communication, highly
  organised, strategic planning, resourceful, and close attention to detail.
• Intermediate Microsoft Office skills - Outlook, Excel, Word, and being adept in technology.
  Ideally more than 5 years of Building Management experience with portfolio management.
• Candidates with property management, facilities or asset management experience will be highly regarded.

Objective

• Assist the Finance Manager/Senior or Finance Executive to handle Accounts Payables
• Assist and support the Finance Manager in delivering high standards of finance services in a property management environment

Key Responsibilities

• Handle expense approvals and purchase orders and ensure they are inputted into Yardi system accurately and timely
• Process invoices for payments within stipulated timeline
• Handle refunds timely
• Handle all AP invoices/credit notes entries
• Handle all cashbook entries
• Maintain and update financial reports
• Prepare payment vouchers and cheque issuance
• Assist in daily administrative tasks including liaising with vendor.
• Maintain records and supporting documents in accordance with company policies and compliance.
• Undertake ad hoc assignments when necessary

Key Competencies & Performance Measures

• Successful completion of Finance scheduled activities
• Ability to work under pressure and meet set timelines
• Meticulous, independent, hardworking and willing to learn
• Ability to deal with complaints timely and tactfully
• Compliance with standards and audit requirements

Required Qualifications & Experience

• Proficient computer skills - including Microsoft Excel, Word, Power point and Outlook
• Team player who is also able to work independently with minimal supervision.
• Meticulous, organized and good customer service skills
• Able to multi-task with good time management skills
• Possess initiative and professionalism with the ability to organize and prioritize work

Facilities Administator

Work Dynamics - Integrated Facilities Management

Reception Job Description:

The reception team provides a critical function within the organization. They are the first point of contact for our guests. These first impressions are key to setting the scene for a positive office human workplace experience, delivering world-class and seamless customer service.

Call Management

• Receiving, fielding and re-directing internal and external calls

Guest Management

• Welcoming all visitors to the office premises.
• Notifying departmental EA’s and/or meeting host of their guest’s arrival
• Coordinating with building lobby and other reception desk
• Coordinating with Dining Services team as and when needed / arranging catering for local meetings / events
• Creating and running daily reports from EMS / Book-It

Conference Room Management

• Proactively managing bookings and resolving meeting room conflicts via EMS /Book-It system
• Liaising with other IT and Global Corporate Services (GCS) functions to ensure meetings run smoothly
• Performing daily room checks of all conference rooms; reporting any issues by creating tickets and monitoring until issues are resolved

Office Premises Knowledge

• Receptionists will need to gain an understanding of so they are able to engage in passing conversation with guests or when fielding questions from callers

Receptionists must become adept at recognizing key business unit leaders and corresponding EAs and learning any preferences in relation to call forwarding or guest greeting, escorting and delivery.

Physical Reception Areas

• Ensuring the reception area is pristine, clean and tidy at all times
• Reporting facilities issues (e.g., broken / worn furniture, blown light bulbs, dirty floors, carpets, walls etc.) immediately. Raising tickets, and following up until these items are resolved
• Ensuring newspapers, magazines and publications are current and neatly displayed
• Ensuring wardrobes are empty of debris, and free and clear to accept guests’ coats and luggage

Facilities Administrator responsibilities:

• Assist with office relocation project
• Assist with the events in the office
• Mail / print services (including stationary inventory management)
• Subscription services
• Courier management
• Physical Records Management
• Facilities Management requests and FM ticket creation and tracking ensuring tickets are actioned and closed
• Pantry services management
• Security requests and monthly access report management
• Expenses and Invoice Management (Finance)
• BMO & cleaning requests, pest control, M&E services

Qualifications:

• Excellent communication skills (both oral and written)
• Proven track record on a busy reception desk with exceptional attention to detail
• Excellent organizational and multi-tasking skills with the ability to prioritize tasks
• Courteous and cooperative
• Able to work independently
• Client-oriented and exceptional customer service skills with the ability to anticipate requests
• Honest and discreet