Facilities Admin

JLL supports the Whole You, personally and professionally.
OBJECTIVE
Support the Senior Facilities Manager by overseeing the delivery of Integrated Facilities Management (IFM) services that comprehensively align with the client’s operational needs. Ensure smooth, uninterrupted facility operations by managing all aspects of site services and building systems, emphasizing safety, compliance, cost efficiency, and client satisfaction.
ACCOUNTABILITIES
Assist the Management in delivering facilities, support and services to the client.
Ensure operational excellence in the execution of all Hard and Soft services.
Lead and supervise site-based FM team members and vendors.
Maintain compliance with safety, statutory, and operational standards.
Deliver high client satisfaction through performance monitoring, communication, and service improvement.
DUTIES & RESPONSIBILITIES
Operations Management
**Daily Oversight**: Manage daily facility operations ensuring all facilities systems and services are fully operational without interruptions.
**Service Coordination**: Coordinate both Hard services (Mechanical, Electrical, Plumbing - MEP; HVAC; Data Center and Critical Systems maintenance) and Soft services (housekeeping, landscaping, pest control, waste management) to ensure consistent, high-quality delivery.
**Routine Inspections**: Perform systematic walkthroughs and audits of the facilities to identify and address issues proactively before they escalate.
**Operational Planning**: Develop operational schedules, allocate manpower and resources efficiently, and prepare contingency plans to minimize downtime.
**Preventive Maintenance**: Implement preventive maintenance programs aimed at extending the life of assets and reducing unplanned breakdowns.
**Sustainability Initiatives**: Lead and promote initiatives aimed at reducing energy consumption, minimizing waste, and supporting corporate sustainability goals.
Engineering & Technical Operations
**Technical Lead**: Serve as the primary technical authority for all mechanical, electrical, and critical building systems, providing expertise and guidance to the team.
**Systems Management**: Ensure uninterrupted operation of critical systems, such as power supply, HVAC, fire detection and suppression, and other building management systems.
**Procedure Development**: Develop and regularly update standard operating procedures (SOPs) and engineering protocols to reflect best practices and compliance with applicable codes and standards.
**Emergency Response**: Lead response efforts during technical emergencies, troubleshooting and resolving system failures quickly to minimize operational disruption.
Facility Management & Inspections
**Performance Monitoring**: Conduct comprehensive inspections of building systems to ensure they meet predefined performance, reliability, and safety standards.
**Incident Investigation**: Thoroughly investigate major incidents or system failures, identify root causes, and develop action plans to prevent recurrence.
**Risk Management**: Maintain up-to-date risk assessments and mitigation plans for all critical infrastructure and systems, coordinating closely with risk and safety teams.
Vendor & Contract Management
**Project Management**: Define clear scopes of work, budgets, and timelines for facility improvement projects, overseeing these from initiation through to successful completion.
**Vendor Selection & Tendering**: Manage the vendor selection process, including issuing tenders, evaluating bids, and recommending vendor contracts aligned with quality, cost, and compliance criteria.
**Contract Compliance**: Monitor vendor adherence to contractual terms, ensuring service levels, safety standards, and regulatory requirements are consistently met.
**Vendor Relationship Management**: Foster productive relationships with vendors and service providers, addressing any performance issues and facilitating continuous improvement.
**Procurement Coordination**: Coordinate procurement activities and contract renewals, ensuring timely acquisition of services and materials.
Maintenance Operations
**Maintenance Planning**: Develop, schedule, and supervise preventive and corrective maintenance activities to ensure reliability and uptime of all critical assets.
**Work Order Management**: Utilize the Corrigo system to log, assign, track, and close work orders efficiently, ensuring compliance with SLA timelines.
**Condition Monitoring**: Implement advanced monitoring techniques for key equipment to predict failures and schedule maintenance proactively.
**Team Supervision**: Direct daily maintenance operations, balancing routine scheduled tasks with urgent ad-hoc requests, optimizing resource allocation.
Budget & Cost Management
**Budget Preparation**: Assist in preparing annual operational budgets, coordinating with Account Lead to align forecasts with business requirements.
**Cost Monitoring**: Track actual expenditures against budgets, analyzing variances and identifying