Facilities Administration Support

JLL supports the Whole You, personally and professionally.

**Responsibilities**:

- Functional Responsibilities
- Provide cost effective, reliable services to achieve customer satisfaction and in accordance with contracted requirements
- Manage service delivery contractors and develop the contracts and relationships working closely with regional Purchasing team
- Provide relevant FM information for the line management as necessary.
- Report all accidents, occupational illnesses and emergencies in relevant books/documentation.
- Maintain monthly performance measurement information for line management in support of contract performance requirements.
- Act as deputy in the absence of line management.
- Supervise residences maintenance activities
- Supervise activities around utilities and payments
- Provide and arrange cover for the FM team as defined by line management.
- Handling all admin tasks as per instructions of line management
- Identify & implement innovative ways to enhance service delivery to the customer
- Develop and sustain a high quality well motivated team
- Ensuring the provision of a safe working environment
- Prepare the meetings safety moments
- Record all meetings minutes and to send it to all concern along with following up on the recorded actions
- Upload the monthly man-hour figures on JLL platform on time
- Issue access permissions to HSBC portfolio premises
- Holding regular courtesy calls with stakeholders
- Raising monthly good catches and to record it on JLL platform
- Handling DART documents uploading, and dashboard gaps
- Follow up on the service provider KPI’s, especially RM response, completion and PPM closure by monitoring all related platforms daily/monthly activities and to communicate with the service provider accordingly
- Preparing the monthly service providers QBR and following up on the meeting recorded actions
- Preparing IFM events action plans and to provide its related reports
- Handing IFM team communications with HSBC communication team
- Preparing IFM team monthly, quarterly, annually reports and any other reports might be requested by the line manager
- Handling platforms related issues with the responsible JLL regional team
- Follow up the monthly service providers reports received on time with no missing data
- To monitor the service providers daily attendance
- Follow up on IFM team required tools, stationary, equipment. Etc.
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- Prepare CCN amendment forms
- Update JLL teams, the client and the service providers contact
details on regular basis and to share it with IFM team
- Handling complaints/compliment raised tickets or communications according to the guidelines of the line manager
- Handling all switchboard calls during the working hours
- Cover and support Site Facilities Manager during holiday periods
- People skills
- Ensure all meeting actions, from contracts, customer and team meetings are consolidated monthly.
- Self-motivated with strong communication skills and management ability.
- Strong team player with focus on Customer/Supplier relations and services.
- Strong supervisory skills and influencing ability / Strong communication skills (oral & written).
- Able to converse confidently with staff, customers and suppliers at all levels.
- Coordinate a one-team approach on behalf of the Hub Lead through coaching, training and continuous professional development.
- Client/Stakeholder Management
- Maintain regular contact with client by developing permanent, mutually beneficial, business relationships.
- Be at the forefront of customer relationships
- Demonstrate strong customer services skills and use your experience to ensure that customer expectations are met.
- To continually seek to improve Customer/Client Satisfaction demonstrated through the approved key performance indicators or maintaining current performance levels in a changing business environment.
- Ensure that on site Clients expectations are met
- The role is also key in building relationship between occupants, FM staff and the different suppliers
- Ensure that the service contractors delivery matches or exceeds customer service expectations
- Finance Management / Cost Control / Profitability
- Ensure that the site’s financial operations are meeting targets and control requirements
- Manage spending in your areas of responsibility within budget and identify savings opportunities in your own and other areas.
- Coordination of PO’s, invoices, delivery of goods and statements for payment purposes.
- Follow up raising POs, amending, cancelling, uplifting according to the line manager approval
- Follow up monthly on the open POs matching, validating, reporting, confirming and good receipting on time
- To coordinate with JLL finance team sorting out all POs raised inquiries or pending matters providing the required documents, inputs and explanations
- Environment, Health and Safety
- Follow all Health & Safety and Environmental requirements that are defined on work instruct