Job Description

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you\xe2\x80\x99ve got deep experience in commercial real estate, skilled trades, and technology, or you\xe2\x80\x99re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Front Office Executive

Work Dynamics

Duties & Responsibilities

What this job involves \xe2\x80\x93

• To Assist Assistant Manager/ Manager Soft Services for the smooth running of operations.
• Developing and implementing building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems.
• To facilitate / handhold the Customers during all Client visits.
• Ensure coordination for booking of conference/Meeting Rooms, food & beverage service, availability of AV equipment\xe2\x80\x99s, projectors and other requirements
• Ensuring an adequate supply of materials and service for the proper operation of the buildings and enter into supply and service contracts as approved by client
• Routinely inspect all contracted services to ensure performance measures are being maintained.
• Achieve Client satisfaction as per Client expectations.
• Plan, organize and arrange internal events for any processes or business.
• Develop contact and coordinate with Security team, GIT/IT, Admin team, Business team.
• Timely inputs to Admin lead for any concerns
• Any other specific arrangements (experience centers / town halls) to be made for the visit need to be informed well in advance for venue availability and necessary clearance from facility Admin to organize the same. Ensure compliance of regulations / requirements of JLL management.
• Provide assistance in general administrative activities as required.
• Contribute to the Monthly Management Report to Client.
• Participate in Emergency Evacuation procedures including crisis management and business continuity.
• Manage all Health and Safety issues and actively participate in Health and Safety reviews.
• Assist with the re-sourcing of other aspects of JLL\xe2\x80\x99s operation as required.
• Perform other duties as required by JLL and Client.
• Carrying out Vendor Background Checks.
• Maintaining external employee data.
• Preparing floor register for Health and Safety Issues for CLIENT.
• Prepare SLA\xe2\x80\x99s for Vendors.
• Compile and update site account details.
• Coordinate and organize events requested by business units of Client.
• Compilation of snag list for Defect Liability Period (DLP) of the assets and coordinating with vendors for the rectification.
• Assist in the preparation of Monthly Management Report and Quarterly Business Review reports.
• Assist in Cross audit
• Handle Cafeteria and Pantry Operations.
• Conduct internal audit for food and beverage vendor.
• Ensuring an adequate availability and supply of consumables relating to Pantry, Housekeeping services and Stationary
• Ensure serviceability of all machines related to pantry and kitchen services.
• Compile and follow-up Landlord issues through Landlord tracker.
• Follow-up with the vendor for timely submission of invoices.
• Regular training of all the soft services staff assigned.
• Ensure record maintenance for all activities monitored/conducted.
• Ensure attrition of assigned staff is less than 5% at all times.
• Manages all appointments.
• Responsible for maintenance and upkeep of front office.
• Responsible for handling of incoming/ outgoing calls distribution.
• Schedule meetings and conference rooms.
• Ensure reception area is always tidy.
• Coordinate mail flow in and out of office, Ensure receipt of magazines and newspapers for the building.
• Maintaining the database of client contacts and telephone registers including call tracking.
• Develop the necessary policies and procedures required for all functions within the scope of Reception.
• Contribute to the Monthly Management Report to (Client).
• Contribute in Daily Service Report.
• Co-ordinate with Facility team for event management and other arrangements.
• Assist in utilization of conference rooms/Meeting Rooms and other general administrative activities.
• Book appointment calendars, meeting portals and make arrangements with staff.
• Schedule follow-up appointments.
• Managing stationaries of office.
• Maintains Inventories, Requisition and Quotation of Housekeeping, Stationery & Medical.
• Coordinate with Internal Staff in their projects.
• Adhering to the timelines of work & assisting in general administrative activities.
• Coordinate in events/festival Celebrations & R & R Activities.
• To escalate any threat related calls informing to BM and security team leader.
• Handling events like movie screening, Board Meetings, cocktail dinners etc.
• Making sure that all the instructions and tasks given by clients are followed and completed in given time limit.
• Ensuring smooth functioning of pantry services, housekeeping services and mail services.
• Training for the entire soft services department.
• Coordinating with all sub - vendors and accounts department for any invoicing issues.
• To make JLL attendance and share with Audit Team
• To make over time sheet for vendor staff.
• To Maintain ISO related documents.
• To conduct training for vendor staff.
• To make sure the instruction given by the client related to COVID are properly followed by the staff.
• Maintain Meeting Room Register, Complaint Register.
• To provide support for Asset tagging related work.
• Books cataloging for the building related to set up on the floors.
• Submissions of JLL invoices with proper supporting documents.
• To make the miscellaneous sheet for petty cash conveyance invoice.
• To Maintain invoice tracker for invoices.
• Attending to monthly trainings as scheduled from JLL. And to provide training to the technical team as per weekly training calendar.

Sound Like You? To apply you need to be:

Performance objectives

• Meet or exceed best practice in provision of services through contracts
• Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager.
• To achieve excellence in preventive maintenance programs at Client with highest standards and ensure energy conservation practices.
• Achieve key performance indicators & Service level agreement targets.
• To provide comprehensive facility and contract management for Client, with a focus on continuous improvement.
• Compliance with the Service Level Agreement established between JLL and Client.
• Perform as per KPI stipulated by Facilities Manager.
• Ensure delivery of Specific Responsibilities as assigned.
• Adherence to training schedules/52-week calendars

Key skills

• Facility Executive will have responsibility for the management of a wide range of on-ground issues & to provide timely inputs to ensure smooth day-to-day operations.
• Facility Executive will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from Client staff and arrangements pertaining to all operating expenditures.
• Well-groomed and presentable all the time.
• Good communication Skills.
• Good interpersonal skills.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise 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.

Location:

\xe2\x80\x93Chennai, TN

Job Tags:

If this job description resonates with you, we encourage you to apply, even if you don\xe2\x80\x99t meet all the requirements. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!

About JLL \xe2\x80\x93

We\xe2\x80\x99re JLL\xe2\x80\x94a 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\xe2\x80\x99s why we\xe2\x80\x99re committed to our purpose to shape the future of real estate for a better world. We\xe2\x80\x99re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we\xe2\x80\x99re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we\xe2\x80\x99re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

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For more information about how JLL processes your personal data, please view our .

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy .

Jones Lang LaSalle (\xe2\x80\x9cJLL\xe2\x80\x9d) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process \xe2\x80\x93 including the online application and/or overall selection process \xe2\x80\x93 you may contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
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