Sr. Executive-Facilities
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Main Job Duties and Responsibilities
This role will be responsible for managing all aspects of day-to-day service delivery during the shift. He/She also will be accountable for the proper usage and functionality of the technologies implemented at site.
- Job type : Full time
- Reporting Manager : Asst.Manager
- No of staff managed : HDE, Mail Room Executive
- Job Grade : Executive– Facilities (O2)
- Industry Type :FM Services, IT, Hotel
Responsibilities
Helpdesk/Mailroom Operations
- To provide management advice on Helpdesk/Mailroom for escalated issues during the shift.
- To ensure immediate response to all priority calls from employees and Siebel team during the shift and follow escalation process.
- Clearing of C-mail / Government agencies mail to the proper recipient.
- To ensure accident or crises management is addressed immediately.
Security Operations
- Attending the shift briefing
- To ensure Security muster, deployment and make sure to acknowledge on the register for any penalties/comments for the improvement in security services
- To ensure that the security assignment manager or security in-charge of the facility is being updated on the client’s/VIP visits
- To ensure that the security related issues are discussed with security assignment manager and also on priority for the shift and ensure there is an action and tracking for the issue closure.
- To ensure that security staff adheres to GAP norms.
- To discuss and assist facility manager and security Manager (pan India) on monthly basis on the vendor performance matrix.
- To ensure the Grooming of the staff
- To manage the overall key room, clock room and time office operations.
- To ensure weekly training is imparted and staff grooming standard is maintained.
- To ensure VMT tool ( vendor management tool) is up and run all the time
- To ensure all registers/tools update for material movements ( In & Out) on day to day basis
- Follow the escalation matrix if anything wrong
- Ensure to implement EHS practices( PPEs etc) in and around the security premises
- Ensure to update the new assets in the asset tracker & update the relevant stake holders ( WM & CEs)
Housekeeping Operations
- Attending the shift briefing
- To ensure Housekeeping muster, deployment and ensure acknowledgment on the register for and penalties/comments for the improvement in housekeeping services.
- To ensure that the housekeeping duty manager or housekeeping in-charge of the facility is being updated on the client’s/VIP visits.
- To ensure that the housekeeping-related issues are discussed with housekeeping duty manager and also on priority for the shift and ensure there is an action and tracking for the issue closure.
- To ensure a facility walk-through to check on all restrooms, breakout area, workstations, meeting rooms, cabins, common areas, and development areas for the quality of the housekeeping services.
- Identification, on-time closure and reporting of snags.
- To discuss and assist facility manager on monthly basis on the vendor performance matrix.
- Ensure all the Siebel housekeeping calls are closed on priority and within TAT without escalations.
Cafeteria Operations
- To ensure caterers maintain a high standard of hygiene & cleanliness in the services areas
- During food run out situation, ensure the matter is escalated to catering lead and coordinate with the catering vendor or any other alternative arrangements
- To ensure random food samples test is done by client authorized vendor and results are taken up accordingly.
- To manage and supervise the quality, quantity and the cost of meal and refreshments being served in the cafeteria.
- To ensure that the operating hours, menus will be prominently displayed in all prominent places in the cafeteria.
- To conduct quarterly traffic analysis and ensure that waiting time on the cash counter and food counters and Sodexho counters shall be within tolerable limits.
- To ensure that the table & chairs are cleaned at all times and the frequency shall be modulated according to the traffic.
- To ensure that tracking is done on the vendor crockery like spoons, plates etc. to ensure no shortages.
- Should conduct monthly random Kitchen audit of the vendors.
- Escalate Facility Manager and then Clent on escalations.
- Ensure the hygiene of the cafeteria vendors operating in stalls.
- Ensure PPE are used by vendor staff while serving, cooking and washing.
General Operations
- To ensure upkeep of breakout area & reprographic equipment’s at all times and take necessary actions as required.
- To ensure all such communication is entered in the duty manager log book to inform the next shift person. Proper handing over and taking over to be done.
- To go for facility, walk around and ensure Walk around map & Guide is followed and maintained.
- To adhere to Client Policies, Processes & procedures and also the statutory documents
- To adhere to Client SLA & KPI as agreed with JLL
- To assist Facility Manager in all such ISO, Internal, External, audits that happen at client office and ensure necessary documentation is done
- To coordinate with the engineering team for any issues that need help.
- Organizing induction program for all TPV & Jll staff
- Plan & train TPV staff on policies and requirements.
- Daily and monthly updating of OLA in the SMDRS tool.
- Important and VIP client visits to be coordinated with Events team and should be managed without escalations.
- Should have complete knowledge & functionality e.Fit tools ( VMT, IMT, Site Ops. Site Inspection tool) ,BGC and work permit tool.
- Should govern overall pest control, carpet maintenance, Wellness room, Ambulance, Indoor plants, Recreation room and Gym activities.
- Should conduct all the scheduled meeting and focus meets with projects as per calendar.
- Should participate and manage half yearly fire drill.
- All daily, weekly and monthly reports to be shared on time.
- All the relevant checklist to be governed and maintained as per requirement.
- Adopt to all the new implemented initiatives.
- Handling of security, EHS incidents on priority and communicating the same as per escalation matrix.
- Answering the employee query on phone and replying mails
- Follow the escalation process & matrix for any incident / issues ( 100%)
Mock Drills
- Ensure Fire Drills are conducted as per the calendar
- Ensure Wellness Mock Drill are conducted as per the schedule
- Ensure CCR Mock Drill are conducted as per the schedule
- Ensure BCP Mock Drill are conducted as per the schedule
Education and Experience
- Qualification : Degree
- Overall Experience :3 – 5 years
- Industry Type : Hotel, IT & Manufacturing
- Industry Experience :03-5 years
- Technical Skills :MS Office & Mail Communication,
- Generic Skills : Communication, Interpersonal, Vendor Management
- Behaviors : Teamwork, Learning attitude & Positive thinking
Key Competencies
- Communication skills
- Problem analysis
- Decision-making
- Judgment
- Client service orientation
- Adaptability
- Teamwork
- Presentation skills
- Computer Knowledge
- Innovative approach at work
What you can expect from us
You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.
Keep your ambitions in sight and imagine where JLL can take you...
Location:
On-site –Kolkata, WB
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
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