Building Operations, Soft Services

Overview

Duty Manager, Facilities at JLL's client site in Kolkata, responsible for managing day-to-day service delivery during the shift and for the proper usage and functionality of technologies implemented at site.

What you'll do

• Provide management advice on Helpdesk/Mailroom escalated issues during the shift and respond immediately to all priority calls from employees and the Siebel team, following the escalation process.
• Clear C-mail and government agency mail to the proper recipients.
• Address accident or crisis management immediately.
• Provide management advice on Front Office escalated issues and respond immediately to priority calls.
• Take rounds of front office, lobby area and restrooms to ensure a high standard of housekeeping and upkeep.
• Attend the shift briefing; ensure security muster and deployment, and acknowledge the register for any penalties or comments.
• Keep the security assignment manager or security in-charge updated on client and VIP visits, and track security issues to closure.
• Ensure security staff adheres to GAP norms; assist the facility manager and pan-India security manager monthly on the vendor performance matrix.
• Manage key room, clock room and time office operations; ensure weekly training and staff grooming standards.
• Keep the VMT (vendor management tool) running at all times and update registers and tools for daily material movements (in and out).
• Implement EHS practices (PPEs etc.) in and around security premises; update new assets in the asset tracker and relevant stakeholders.
• Attend the housekeeping shift briefing; ensure housekeeping muster, deployment and acknowledgment; track housekeeping issues to closure.
• Walk through the facility to check rest rooms, breakout areas, workstations, meeting rooms, cabins, common and development areas; identify, close on time and report snags.
• Assist the facility manager monthly on the housekeeping vendor performance matrix; close all Siebel housekeeping calls on priority and within TAT.
• Ensure caterers maintain high hygiene and cleanliness standards; escalate food run-outs to the catering lead and arrange alternatives.
• Coordinate random food sample testing by the client-authorized vendor and act on results.
• Manage and supervise quality, quantity and cost of meals and refreshments in the cafeteria; ensure operating hours and menus are displayed.
• Conduct quarterly traffic analysis to keep cash and food counter waiting times within tolerable limits.
• Ensure tables and chairs are cleaned per traffic; track vendor crockery such as spoons and plates to prevent shortages.
• Conduct monthly random kitchen audits of cafeteria vendors; escalate to the facility manager and then the client as required.
• Ensure vendor staff use PPE while serving, cooking and washing.
• Coordinate with the builder on approvals for specific events, guarding services, common area upkeep (daily, weekly, monthly), logistics, pest control, housekeeping activity and bee hive removal.
• Take proper rounds of common areas maintained by the builder; make snag reports for common areas and follow up for closure.
• Coordinate with the builder security team on logistics requirements.
• Ensure upkeep of breakout areas and reprographic equipment; log all communication in the duty manager log book and conduct proper handover and takeover.
• Walk the facility to ensure the walk-around map and guide is followed; adhere to client policies, processes, procedures, statutory documents, client SLA and KPIs agreed with JLL.
• Assist the facility manager with ISO, internal and external audits and required documentation; coordinate with the engineering team on issues.
• Organize induction programs for TPV and JLL staff; plan and train TPV staff on client policies and requirements.
• Update OLA daily and monthly in the SMDRS tool.
• Coordinate important and VIP client visits with the Events team without escalations.
• Use e.Fit tools (VMT, IMT, Site Ops, Site Inspection tool), BGC and work permit tool.
• Govern pest control, carpet maintenance, wellness room, ambulance, indoor plants, recreation room and gym activities.
• Conduct scheduled meetings and focus meets with projects as per calendar; participate in and manage the half-yearly fire drill.
• Share all daily, weekly and monthly reports on time; maintain relevant checklists as required.
• Adopt newly implemented initiatives; handle security and EHS incidents on priority and communicate per the escalation matrix.
• Answer employee queries by phone and reply to mails; follow the escalation process and matrix for all incidents and issues.

Details

• Location: on-site, Kolkata, WB.
• Scheduled weekly hours: 48.