Assistant Facility Manager - Soft

Role & responsibilities

• Manage all FM related requirements for the location to the end user satisfaction levels and maintain JLL standards on deliverables.
• Provide all administrative support to the Facilities Management team
• Responsibilities
• Be accessible for escalation of all FM related issues for the facility
• Oversee the Helpdesk work process
• Ensuring an adequate supply of consumables/materials and service for the proper operation of services and enter into supply and service contracts as approved by the client
• Maintain appropriate stock levels of all consumables to ensure smooth operations & escalate in time to achieve availability of stocks.
• Vendor invoices processing aligned with BA Continuum Solutions finance process.
• Statutory compliance check of all vendor invoices.
• Routinely Inspect all services to ensure performance measures are being maintained
• Effectively manage ECRES to ensure an on time deliverable system
• Set stretch targets for self to achieve maximum team performance
• Contribute to the Weekly FM Meeting Minutes
• Contribute to the Monthly Management Report to client and other reports as required
• Participate in Emergency Evacuation procedures including crisis management and business continuity.
• Manage all Health and Safety issues and actively participate in Health and Safety reviews
• Ensure immediate response to Priority Calls
• Evaluates records to forecast department personnel requirements
• Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep
• Inspect the turn out and attendance of the staff and sign the shift register
• Oversee the Housekeeping Services during the ‘shift
• Muster all the housekeeping staff during the day before deployment and communicate the priorities of the day
• Inspect the turn out and attendance of the staff and sign the shift register
• Meet the housekeeping in charge during the shift to discuss and communicate priorities for the shift and address complaints
• Keep stock of all consumables
• Ensure orders are dispatched in time and follow up with the stores to ensure timely supply
• Adhere to the Client procurement procedures
• Generate Monthly Management Reports in the agreed format to the FM
• Take rounds of the facility regularly to identify issues in Housekeeping/security and Cafeteria etc. and initiate immediate rectification actions
• Manage the FM vendors for the facility assigned and take appropriate actions for issues in consultation with the FM
• Be responsible for adherence of all FM procedures for the facility assigned
• Performs additional job duties as requested
• Property Operations
• Ownership of the day-to-day administration, including reports generation of the stocks tracker.
• Provide assistance to the FM and AFM in managing all administrative functions, security issues and facility services and any other administrative functions as deemed by BA Continuum Solution
• Developing and implementing procedures and performance measures to ensure simplification and accuracy of work methods and reliability of FM
• Ensuring an adequate supply of consumables/materials and service for the proper operation of services and enter into supply and service contracts as approved by the client
• Maintain appropriate stock levels of all consumables to ensure smooth operations & escalate in time to achieve availability of stocks.
• Vendor invoices processing aligned with BA Continuum Solution’s finance process.
• Statutory compliance check of all vendor invoices.
• Routinely Inspect all services to ensure performance measures are being maintained
• Contribute to the Weekly FM Meeting Minutes
• Contribute to the Monthly Management Report and other reports as required
• Participate in Emergency Evacuation procedures including crisis management and business continuity.
• Manage all Health and Safety issues and actively participate in Health and Safety reviews
• To ensure timely and accurate completion of FM reports pertaining to soft services