Facility Executive

Jll

JLL provides professional services in real estate and investment management worldwide.

Ensures facility operations, support, vendor management, audits, reporting, and staff coordination.

3 days ago ago

Junior (1-3 years)

Full Time

Gurgaon, Haryana, India

Onsite

Company Size

102,000 Employees

Service Specialisms

Construction services

Project Management

Consulting

Engineering

Architecture

Property Development

Design

Technical Services

Sector Specialisms

Industrial

Energy

Infrastructure

Buildings

Residential

Commercial

Water Resources

Heavy Civil

Role

What you would be doing

billing tracker

inventory control

facility rounds

client billing

mailroom ops

site audits

Tracking of Facility Operating Expenses
Ensure all processes are followed as per the Standard Operating Procedures of BACI viz. Stationery, midnight snacks etc, material movement etc.
To provide relief support to the F&A site teams as needed, including but not limited to the positions of Client Interface Administrator, Facilities Administrator, Facilities Officer, etc.
Client billing / invoicing and follow up payments by clients
Oversee the Mailroom process during the shift.
Liaison with the client Finance team
Prepare weekly shift/duty rosters for Helpdesk, Front Desk, and Mailroom,
Ensure that appropriate vendor escalation process is followed
Ensure completing any specific responsibilities as specified by the managers
Maintenance of Billing Tracker
To prepare the snag list Soft copy date wise and coordinate with BMS and housekeeping to close the noticed points.
To assist with the site audits & floor walks to be undertaken on entire Client site
Ensure Visitors are promptly attended by FOE
Manage the Inventory Control of all facility related items.
Taking regular Facility rounds of the property and co-ordinate with various teams like House Keeping, Security, Maintenance and Keep AFM / FM updated.
Provide management advice to Helpdesk for escalated issues.
To check the attendance of our vendor's employee.
Coordinate with facilities helpdesk regarding the arrangements of the day.
Provide support to the AFM to ensure critical operational items are attended to within agreed time frames
Arrangement of all consumables and supplies for Client / VIP visits and arranging / blocking of Board rooms for meetings and Conferences and brief the Receptionist.
Insure immediate response to priority Calls.
Provide management advice to Mailroom for escalated issues
Timely submission of reports as requested by Asst Manager & Facility Manager
Ensure that all cleaning & maintenance schedules are adhered to
Maintain Proper Log Book and mention the follow up jobs if pending for the next shift.
Proper check on vending machines and photocopier machine reading.
Managing monthly Cafeteria meeting and sending minutes of meeting to all Spocs and accordingly taking corrective action for cafeteria.
Take regular briefings of Help Desk/ Mail room Executive.
Assisting in tabulating site defects leading from the audits & floor walks and assisting with the setting of deadlines for the defects to be rectified
Ensure that FOE has placed news paper and magazine in the reception area.
Coordinating for Medical Emergencies as and when required
Ensure enough consumables stock is maintained on site & any shortfalls to be reported to the site lead
Ensure employee health & safety & related services
Filing of site related documents including but not limited to challans, GRN’s etc
Oversee the Front office Function during the shift
Ensure timely training & reporting thereafter for Housekeeping, Dispatch, Pantry Boys, Cafeteria staff etc
Checking H.K attendance on daily basis.
To check food quantity, and Food testing before lunch/Dinner starts
Processing of all invoices for payment – first take approval of Client / FM and then submit to MIS and billing department.
Monitoring of all housekeeping / pantry / stationery consumables and ensure reordering

What you bring