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Seremban

    Facilities Manager - Seremban, Malaysia - JLL

    JLL
    JLL Seremban, Malaysia

    4 days ago

    JLL background
    Full time Real Estate
    Description
    Duties

    & 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.

    Administration

    • 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.

    Maintenance Contract Management

    • Manage an updated register of all maintenance contracts.
    • Perform maintenance contractors / vendors review and selection for new contracts and contracts renewal.

    Routine Maintenance

    • 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.

    Preventive and Ad-hoc Maintenance Management

    • 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.

    Energy and Environmental Management

    • Manage documents required by relevant authorities.
    • Plan and execute energy saving measures and other environmental measures.

    Building Operations within The Client Premises

    • 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.

    Facilities Services

    • 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.

    Facilities Helpdesk

    • 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.

    Janitorial Services

    • 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.

    Meeting and Event Support

    • 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.

    Health and Safety

    • 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.

    JLL Management

    • 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.

    Candidate Specification

    • 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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