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Facilities Admin
Jones Lang LaSalle IncorporatedSeberang Perai, Penang, Malaysia2 days ago
Job descriptionJLL empowers you to shape a brighter way .Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. OBJECTIVE Support the Senior Facilities Manager by overseeing the delivery of Integrated Facilities Management (IFM) services that comprehensively align with the client’s operational needs. Ensure smooth, uninterrupted facility operations by managing all aspects of site services and building systems, emphasizing safety, compliance, cost efficiency, and client satisfaction. ACCOUNTABILITIES Assist the Management in delivering facilities, support and services to the client.Ensure operational excellence in the execution of all Hard and Soft services.Lead and supervise site-based FM team members and vendors.Maintain compliance with safety, statutory, and operational standards.Deliver high client satisfaction through performance monitoring, communication, and service improvement. DUTIES & RESPONSIBILITIES Operations Management Daily Oversight : Manage daily facility operations ensuring all facilities systems and services are fully operational without interruptions. Service Coordination : Coordinate both Hard services (Mechanical, Electrical, Plumbing - MEP; HVAC; Data Center and Critical Systems maintenance) and Soft services (housekeeping, landscaping, pest control, waste management) to ensure consistent, high-quality delivery. Routine Inspections : Perform systematic walkthroughs and audits of the facilities to identify and address issues proactively before they escalate. Operational Planning : Develop operational schedules, allocate manpower and resources efficiently, and prepare contingency plans to minimize downtime. Preventive Maintenance : Implement preventive maintenance programs aimed at extending the life of assets and reducing unplanned breakdowns. Sustainability Initiatives : Lead and promote initiatives aimed at reducing energy consumption, minimizing waste, and supporting corporate sustainability goals. Engineering & Technical Operations Technical Lead : Serve as the primary technical authority for all mechanical, electrical, and critical building systems, providing expertise and guidance to the team. Systems Management : Ensure uninterrupted operation of critical systems, such as power supply, HVAC, fire detection and suppression, and other building management systems. Procedure Development : Develop and regularly update standard operating procedures (SOPs) and engineering protocols to reflect best practices and compliance with applicable codes and standards. Emergency Response : Lead response efforts during technical emergencies, troubleshooting and resolving system failures quickly to minimize operational disruption. Facility Management & Inspections Performance Monitoring : Conduct comprehensive inspections of building systems to ensure they meet predefined performance, reliability, and safety standards. Incident Investigation : Thoroughly investigate major incidents or system failures, identify root causes, and develop action plans to prevent recurrence. Risk Management : Maintain up-to-date risk assessments and mitigation plans for all critical infrastructure and systems, coordinating closely with risk and safety teams. Vendor & Contract Management Project Management : Define clear scopes of work, budgets, and timelines for facility improvement projects, overseeing these from initiation through to successful completion. Vendor Selection & Tendering : Manage the vendor selection process, including issuing tenders, evaluating bids, and recommending vendor contracts aligned with quality, cost, and compliance criteria. Contract Compliance : Monitor vendor adherence to contractual terms, ensuring service levels, safety standards, and regulatory requirements are consistently met. Vendor Relationship Management : Foster productive relationships with vendors and service providers, addressing any performance issues and facilitating continuous improvement. Procurement Coordination : Coordinate procurement activities and contract renewals, ensuring timely acquisition of services and materials. Maintenance Operations Maintenance Planning : Develop, schedule, and supervise preventive and corrective maintenance activities to ensure reliability and uptime of all critical assets. Work Order Management : Utilize the Corrigo system to log, assign, track, and close work orders efficiently, ensuring compliance with SLA timelines. Condition Monitoring : Implement advanced monitoring techniques for key equipment to predict failures and schedule maintenance proactively. Team Supervision : Direct daily maintenance operations, balancing routine scheduled tasks with urgent ad-hoc requests, optimizing resource allocation. Budget & Cost Management Budget Preparation : Assist in preparing annual operational budgets, coordinating with Account Lead to align forecasts with business requirements. Cost Monitoring : Track actual expenditures against budgets, analyzing variances and identifying opportunities for cost control and efficiency improvements. Procurement Compliance : Ensure all purchasing activities comply with company procurement policies and financial controls. Cost Optimization : Identify and implement cost-saving measures without compromising service quality or safety standards. Financial Reporting : Prepare regular financial reports detailing operational expenditure, savings initiatives, and budget adherence. Health, Safety, Environment & Compliance Safety : Champion a safety-first culture, ensuring all personnel and vendors adhere strictly to safety protocols and local regulatory standards. Audit & Inspection : Conduct regular safety audits and site inspections, including management of permit-to-work systems to ensure safe execution of all facility operations. Regulatory Compliance : Maintain all statutory certifications and permits (fire safety, building codes, environmental compliance) up to date and ensure proper documentation. Incident Management : Lead thorough investigations of safety incidents, implementing corrective and preventive actions to eliminate hazards. Safety Training : Organize ongoing safety awareness and training programs for internal teams and external contractors. Team Leadership & Development Team Management : Lead the on-site FM team, providing clear direction, motivation, and support to achieve operational goals. Performance Reviews : Conduct regular performance appraisals, identify training needs, and develop personalized development plans. Succession Planning : Create and implement succession strategies to build team capability and ensure leadership continuity. Culture Building : Promote a positive, collaborative, and customer-focused workplace culture. Resource Planning : Ensure adequate staffing and skillsets are maintained to meet operational demands effectively. Client Relationship & Communication Client Liaison : Act as the primary interface between the client and facilities management, ensuring transparency, trust, and alignment of services with client expectations. Service Delivery : Oversee the delivery of all FM services to meet or exceed contractual obligations and SLAs. Issue Resolution : Respond promptly and professionally to client concerns or emergencies, ensuring rapid resolution. Relationship Management : Develop and maintain strong relationships with key client stakeholders to foster long-term partnerships. Continuous
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Admin • Seberang Perai, Penang, Malaysia