Admin Executive - Bengaluru, India - JLL

JLL

Verified Company

Bengaluru, India

1 week ago

Posted by:

Deepika Kaur

beBee Recuiter

Description

JLL supports the Whole You, personally and professionally.

Admin Executive
Work Dynamics

What this job involves?
Prioritising the facilities' needs

Working with both the facilities manager and the assistant facilities manager, you'll oversee the property's day-to-day operations and ensure that all administrative functions, security issues and facility services are covered.

Likewise, you'll strive for continuous improvement in the process.

You'll also keep an eye out on the property's supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine.

Likewise, you'll manage supply and service contracts as approved by clients.

In addition, you'll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans.

You'll also be on top of health and safety issues that may arise, and actively participate in reviewing them.
Also, part of your mandate is to monitor the property's budget. As the person in charge, you'll make sure that there's enough petty cash to support operations. You'll also see to it that vendor invoice processes comply with standards.

Duties & responsibilities
Be accessible for escalation of all FM related issues
Ensure immediate response to Priority Calls
Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as client visits scheduled
Oversee the Mailroom process and action escalations to the user satisfaction levels.
Oversee the Front Office function and guide the team member on the deliverables
Ensure visitors are promptly attended
Oversee the Housekeeping Services are on satisfactory levels and as per standards set.
Muster all the housekeeping staff of the shift before deployment and communicate the priorities of the day
Inspect the turn out and attendance of the staff
Oversee the upkeep of indoor plants and take necessary action if required
Oversee the pantry equipment and reprographic equipment operations and identify issues and take necessary actions
Communicate to the FM through on all incidents and all-important operational issues which requires his assistance, guidance, and approval.
Take rounds of the facility regularly to identify issues in Housekeeping/Security and Cafeteria etc. and initiate immediate rectification actions
Process vendors' bills pertain to Location and consolidate on standard JLL template for submission to FM
Coordinate all the FM supplies required for the location with the central resource
Ensure timely availability of all FM related supplies at the site
Adhere to the reporting procedures as per JLL standards and requirements
Follow the Standard process for managing all FM requirements at the location.
Ensure vendor compliance audit done at the location through JLL audit team and records maintained

Performance objectives and Key Performance Measures

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 team
To ensure timely and accurate completion of FM reports
Registers for Housekeeping
Management New initiatives for the location
Management Savings initiatives proposed for the location
Client Satisfaction
Closure of helpdesk complaints
Daily, weekly and monthly reports
Vendor staff attendance checks and validation
Statutory audit coordination
Key skills

Scheduling of activities with coordination with all stake holders
Good Communication and structural approach with analysis
Team player and should drive ground level staff to desired output

Employee specification

Graduation / Hotel Management
Experience in managing soft services, Helpdesk Operations, Client Visits
Reports, Monthly Trackers, MMR, SLA, Vendor Coordination

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment.

We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL

We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most