Facilities Manager

3 months ago

Seremban, Malaysia JLL Full time

JLL supports the Whole You, personally and professionally.

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 Even

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