Facility Executive

Overview

Facility Executive role at JLL in Gurugram, supporting day-to-day facility operations, site audits, vendor coordination, front office and mailroom oversight, and facility expense and billing processes for a client site.

What you'll do

• Provide support to the AFM to ensure critical operational items are attended to within agreed time frames.
• Provide relief support to the F&A site teams as needed, including the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.
• Assist with site audits and floor walks across the entire client site, tabulate resulting site defects, and assist with setting deadlines for rectification.
• Ensure timely training and reporting for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff, etc.
• Take full responsibility for the site during the entire shift.
• File site-related documents including challans, GRNs, etc.
• Ensure sufficient consumables stock is maintained on site and report any shortfalls to the site lead.
• Ensure all processes are followed as per BACI Standard Operating Procedures, including stationery, midnight snacks, and material movement.
• Submit reports as requested by the Asst Manager and Facility Manager in a timely manner.
• Ensure employee health and safety and related services.
• Ensure the appropriate vendor escalation process is followed.
• Ensure all cleaning and maintenance schedules are adhered to.
• Complete any specific responsibilities specified by managers.
• Track Facility Operating Expenses.
• Process all invoices for payment, first obtaining approval from the Client or FM, then submitting to the MIS and billing department.
• Liaise with the client Finance team, handle client billing and invoicing, and follow up on client payments.
• Monitor housekeeping, pantry and stationery consumables and ensure reordering.
• Maintain the Billing Tracker.
• Arrange consumables and supplies for client and VIP visits, and arrange and block boardrooms for meetings and conferences, briefing the Receptionist.
• Take regular facility rounds of the property and coordinate with Housekeeping, Security and Maintenance, keeping the AFM and FM updated.
• Prepare a soft-copy date-wise snag list and coordinate with BMS and Housekeeping to close noted points.
• Check vending machines and photocopier meter readings.
• Check Housekeeping attendance daily.
• Check food quantity and conduct food testing before lunch and dinner service.
• Coordinate medical emergencies as and when required.
• Take regular briefings from the Help Desk and Mail room Executives, provide management advice on escalated issues, and ensure immediate response to priority calls.
• Coordinate with the facilities helpdesk on the day's arrangements.
• Oversee the Front Office function during the shift, ensure visitors are promptly attended by the FOE, and ensure newspapers and magazines are placed in the reception area.
• Oversee the Mailroom process during the shift and provide management advice on escalated issues.
• Prepare weekly shift and duty rosters for Helpdesk, Front Desk and Mailroom.
• Check attendance of vendor employees.
• Manage the monthly Cafeteria meeting, send minutes to all SPOCs, and take corrective action for the cafeteria.
• Manage inventory control of all facility-related items.
• Maintain a proper log book noting pending follow-up jobs for the next shift; the log book is to be shown and signed by the FM every morning.

Details

• Location: On-site, Gurugram, Haryana.
• Work mode: On-site.
• Scheduled weekly hours: 48.