Facilities Officer (Soft Services)

Job Description

Senior Facilities Coordinator

Integrated Facilities Management – Corporate Solutions (region/country)

Key Responsibilities:

Task Assignment: Assign cleaning and maintenance tasks to team members, ensuring efficient and effective completion of duties.

Standards Compliance: Ensure cleanliness and hygiene standards are consistently met across the facility.

Supply Management: Manage and track cleaning supplies, consumables, tissue, and stationary, ensuring adequate inventory levels.

Daily Updates: Provide daily updates on cleaning activities and any issues encountered.

Event Setup: Coordinate and oversee the setup for events, ensuring all requirements are met.

Reporting: Prepare and submit weekly and monthly reports on cleaning activities, staff performance, and any incidents or issues.

Staff Performance: Monitor and evaluate the performance of cleaning staff, providing feedback and addressing any performance issues.

Training: Train new employees on cleaning protocols, safety procedures, and company standards.

Work Schedules: Create and manage work schedules for cleaning staff, ensuring adequate coverage at all times.

Issue Resolution: Address and resolve any issues or concerns that arise within the cleaning team or facility.

Travel: May be required to travel to different sites for visits and issue resolution.

What this job involves:

Providing onsite support

You will be the upper facilities management’s trusted right hand on all facilities-related activities. You’ll do this by performing routine site inspections to ensure all building processes and best practices are implemented and maintained.

Where can processes be improved? How can we save costs? These are questions that will be at the forefront of the team’s thinking. You, too, will always have an eye on this, contributing suggestions as they arise.

You’ll also lend the team a big hand by providing admin support including front desk duties, basic housekeeping and appointment coordination. Also part of your job scope is to hit key performance indicators and meet service level agreements.

Meeting the clients’ facilities needs

At JLL, we put client satisfaction at the front and centre of everything we do. If you share our values, we will be more than happy to work with you. In this role, you’ll be responsible for working closely with clients and suppliers onsite to identify their facility-related enquiries and requirements. Your planning and budgeting skills will also be vital to the job, as you’ll take part in the procurement of vendors and services from time to time.

Making everyone safe and risk-free

Do you value workplace safety? If so, you’ll be a perfect fit for the job. In this role, you will ensure everyone’s health and safety by keeping safe workplace procedures in place and order. You’ll also be expected to carry out these procedures, as needed.

At the same time, this role puts you on the first line of defense against risks. As such, you will help implement and manage risk management programs, disaster recovery and business continuity plans. You’ll also be expected to follow escalation and incident reporting procedures, and comply with the firm’s guidelines and strategies.

Sound like you? To apply, you need to be a:

Passion for service

Do you have a prior experience in facilities, property management, hospitality or other related fields? Do you have an understanding of local occupational health and safety requirements, critical facilities and vendor management? Are you knowledgeable in various property systems? You are what we’re looking for!

Team player

JLL’s unmatched excellence is only made possible by team work—a core value we want you to possess. As the facilities coordinator, we expect you to support the team and work well with others toward achieving targets. Likewise, you must have a proven track record of flawless project execution, all while following company standards and procedures. Ensuring that the team practices our ‘I am JLL’ core behaviors is also under your mandate.

Client focused enthusiast

It is important that you can easily interact with the general client staff and vendors to deliver efficient services. We’ll also count on you to address conflicts and conflicting priorities effectively. Likewise, you must be an excellent and resilient communicator who faces customers with a smile at all times, even when times get rough occasionally.

What we can do for you:

Additional Responsibilities:

• Consumable Management:
• Monitor and manage the consumption of cleaning supplies and consumables.
• Keep track of stock levels and reorder supplies as necessary.
• Chemical Tracker:
• Maintain a record of cleaning chemicals used, ensuring safe and proper usage.
• Manage the storage and labeling of cleaning chemicals.
• Stationery Tracker:
• Keep track of office or cleaning-related stationery and supplies.
• Replenish stationery items when needed.
• Event Setup:
• Coordinate with event organizers or facility management to set up and clean spaces for events or special occasions.
• Ensure timely and efficient event-related cleaning tasks.
• Record Keeping:
• Maintain daily, weekly, and monthly cleaning records.
• Provide regular updates on cleaning activities, supply levels, and staff performance to management.
• Cleaner Attendance:
• Monitor and document cleaner attendance and punctuality.
• Address any attendance issues and coordinate scheduling adjustments.