Total 13 administration assistant job vacancies in Maintenance / Repair category in The United States of America

Job Description

Candidate will primarily be dealing with structural exceptions that arise in the course of property sales and rectifying them, in concert with necessary consultants and submissions to relevant authorities.

More details include:

• Identify all available documents (drawings, handover forms, etc) and share with leasing team and any appointed consultant.
• Coordinate with tenants or FM retail team (if vacant) for site works (including site visits) where necessary associated with regularisation.
• Coordinate and get necessary letters and documentations signed from bank and liaise with consultant.
• Review consultant’s recommendations on rectification works required.
• Report back and seek approval from Bank on recommendations.
• Follow up on quotations and rectification works with JLL FM team and/or external vendors.
• Seek approval on costs.
• Coordinate and process invoices, raise POs, get required DOA approvals and process payments.
• Consolidate regularization documents and approvals from authorities. Oversee completion of rectification work.

Responsibilities

• Manage and ensure all M&E systems are well maintained by term-contractor
• Collaborates with management ensuring operations teams are aware of changes
• Prepare delivery service reports for Preventive maintenance.
• Manage and ensure costing from vendors for ad-hoc work services. This includes constant updating of status and closely monitoring its progress.
• Create and present status reports, perform request fulfillment to register customer requests.
• Participate and support both the internal and external audit.
• Oversee and attend to all feedback and incident management related to hard & soft services, including submission of incident report.
• Ensure maintenance are carried out by term-contractor according to maintenance plan
• Vendor management
• Manage and ensure all legislative license or certificate are renewed on time.
• Any other function necessary for effective operations of the Properties or as directed by management

Requirements:

• Min Degree in Engineering with at least 3 years of expereince in similar function.
• Expereince in both hard and soft services
• Leading a team to maintain day to day site operation.

Responsibilities:

Facilities Operations

• Responsible in managing all facilities and services in Net Zero Building
• On-site key point of contact for Facilities related request
• Driving the implementation of comprehensive energy management program
• Daily active monitoring of sustainability data e.g. energy data, to ensure Net Zero target is achieved
• Responsible to ensure sustainability data is available to relevant authority e.g. BCA
• Assist and monitor to ensure all building procedures and performance measures are always maintained
• Assist with the development and monitoring of the Planned Preventative Maintenance programme.
• Ensure Regional Operations procedures are followed to ensure service standards are maintained
• Seek ways to constantly reduce costs and improve operational standards
• Assist the Management Team with the coordination of Churn and other relocations activities as required
• Ensure all Critical Environment (CEM) requirements are met.
• Ensure all Reactive Maintenance is completed as per the agreed timeframes.
• Carry out annual building power shutdown maintenance program.
• Conduct building fire evacuation exercise.
• Ensure building are maintenance standard meet authority requirement
• 24/7 respond to Critical room alarm alert.
• 24/7 emergency call support and site attendance are required

Part of the Sustainability Team

• Manage sustainability programs and support FM teams in achieving Client’s sustainability strategy, including collaborating within the Clients internal customers.
• Interact with a variety of groups, including relevant government authorities (BCA, NEA for example) or civic organizations and corporate employees.
• Explore and introduce new technologies and products available in the markets.
• Analytic in interpreting trends from data obtained from energy management system, and to call out anomalies in the data.
• Partner with the FM Operations team to implement, track and report environmental footprint reduction programs in support of Client’s sustainability goals (energy, waste / recycling, water).
• Provide guidance and program support for cost effective carbon / environmental footprint reduction strategies.
• Maintain tools, databases, and other tracking mechanisms to evaluate, track and report implementation and progress against the sustainability goals and key stakeholder requirements.
• Manage dashboard / database to track and report against sustainability goals.
• Guide teams in preparing for and responding to current and emerging corporate sustainability reporting and data requirements for key stakeholder groups (eg, annual sustainability reporting).

Risk Management

• Assist in the implementation and management of a property risk management program which identifies major property risks including occupational health and safety, fire safety and essential services and environmental. Report any issues or concerns back to Engineering Manager
• Assist in the implementation and monitoring of guidelines and strategies to protect health and safety of staff and others, protect Client and Jones Lang LaSalle reputations. Report any issues or concerns back to Senior Management.
• Support the implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation procedures and incident reporting procedures

Vendor Management

• Assist in the management of all contractors on site ensuring they perform to the required standards
• Incident management and recovery

Customer Service / Client Relationships

• Provide superior customer service
• Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
• Pro-actively manage Clients ‘expectations ensuring that the service levels are maintained.

Reporting

• Assist in the budgeting process as required
• Provide input as required into the Monthly Report to Clients
• Active involvement in the monitoring and achieving the required Key Performance Indicators

Requirements:

• Min Degree holder with at least 3 years of similar expereince.
• Able to lead a team in maintaining the client site

Job Description

Facilities Manager (Site Lead)

Work Dynamics - Integrated Facilities Management

Job Description

• Support workplace projects, such as office moves and renovations, ensuring that they are completed on time.
• Maintain accurate occupancy workstation allocation in the office versus space system.
• Conduct regular headcount and space occupancy updates and to provide such report to client
• Coordination of moves, adds, and changes (MAC).
• Ensure compliance with health and safety regulations, such as fire safety and workplace ergonomics.
• Manage the daily operations of the workplace, including managing facilities, security, and vendor relationships.
• Efficiently track and update FM asset inventories; assist in the storing, disposal, and/or retrieval of FM assets
• Responds to work orders and complaints promptly with accurate and thorough information according to the specific request. Assists with light duty adjustments such adjusting monitor arms, tightening screws on chairs, and crawling under desks to adjust cables. Assists with meeting set up, furniture reset, and delivering temporary equipment and supplies. May assist with temporary signage.
• Maintain workplace policies and procedures, such as building access, visitor management, and emergency preparedness.
• Ensure that workplace facilities are maintained and cleaned to a high standard, and that workplace equipment is in good working order.
• Ensure daily work orders and feedbacks are addressed and attended to.
• Supervise and maintain the work schedule of the workplace support team, including receptionist, event coordinator, admin coordinator and housekeeping staff.
• Be the point of contact and maintain relationships with external stakeholders, such as building landlords and local government age

Requirement

• Bachelor's Degree and at least 5 years of Facilities professional experience.
• Strong Facilities Technical (Mechanical and Electrical) knowledge and experience;
• Able to handle manual duties and perform regular facilities inspections;
• Pro-active, independent, able to work with minimal supervision and perform under pressure;
• Knowledge and experience in computer systems, including Microsoft Windows and Office operating systems;
• Excellent verbal and written communication skills in dealing with stakeholders from diverse backgrounds.
• Fluent in written & conversational English & Mandarin as the FM is required to present weekly updates to the client in both languages.
• Ability to work flexible hours, occasional weekends and evenings.

PEOPLE MANAGEMENT

• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Build and maintain an environment that supports teamwork, cooperation and performance excellence within team

CLIENT/STAKEHOLDER MANAGEMENT

• Proactively engage stakeholders to ensure that on site client’s expectations are met
• Build and develop effective client / stakeholder relationships across multiple levels of the organisation
• On-site key point of contact for Facilities in the client’s premises

PEOPLE MANAGEMENT

• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Build and maintain an environment that supports teamwork, co-operation and performance excellence within team

CLIENT/STAKEHOLDER MANAGEMENT

• Proactively engage stakeholders to ensure that on site client’s expectations are met
• Build and develop effective client / stakeholder relationships across multiple levels of the organisation
• On-site key point of contact for Facilities in the client’s premises
• Achieve Key Performance Indicators and Service Level Agreement targets

RISK MANAGEMENT

• Ensure a property risk management program including audits is implemented and maintained
• Ensure disaster recovering and business continuity plans are implemented and maintained
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalle’s and Client’s business conduct

HEALTH & SAFETY MANAGEMENT

• Ensure the provision of a safe working environment
• Ensure compliance with statutory regulations on fire, health and safety standards

PROCUREMENT MANAGEMENT

• Ensure vendors are well-managed, delivering services on time and within budget
• Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as Jones Lang LaSalle best practice

EXPERIENCE

• Min. 3-5 years’ experience in facilities, property management or related field with technical background
• Knowledge of local occupational health and safety requirements
• Knowledge of critical facilities
• Knowledge of vendor management for specialized services
• Has an understanding of basic technical aspects of property (ACMV, Fire Protection system, Mechanical & Electrical system, BMS system)
• Proven capacity to understand and interpret commercial contract
• Strong budget management and financial analysis skills.

COMPETENCIES

• Client Focus & Relationship Management
• Demonstrates proactive & professional approach to customer service and stakeholder engagement
• Ability to interact with a wide range of client staff, including senior levels
• Ability to manage conflict and balance between client and firm requirements
• Has a customer service oriented attitude
• Project Management & Organizational Skills
• Excellent planning & organizational skills to prioritize work and meet tight deadlines
• Proven ability to manage multiple and complex operational matters on a daily basis
• Problem Solving & Strategic Thinking
• Proven ability to employ holistic approaches and looks at long term solutions

ROLE AND RESPONSIBILITIES

OVERALL ROLE

The assistant facilities engineer will provide assistance to the Facilities Manager in the operational activities in technical services, maintenance and operations, vendor management, finance, contracts and procurement, project management and occupancy services.

MAJOR RESPONSIBILITIES

• Primary responsibility is to assist in managing facility services that includes but not limited to HVAC systems maintenance, building & facility maintenance, Fire and Life safety Systems, as well, JLL subcontractor management programs in a best practice environment by ensuring all service activities and documentation is complaint with good documentation practices (GDP), quality compliance requirements, and applicable standard operating procedures.
• Assist in the day to day schedule of maintenance technicians and mechanics, been responsible for the maintenance execution of the HVAC, internal facility, external facility, tool & die, and electrical systems.
• Liaising with the EHS team and assist with any technical issues arising from an incident, near miss, good catch, investigation or other circumstances which require a facilities maintenance expertise.
• Support EHS team to fully comply with all EHS programs requirements and assist with any technical issues arising from an incident, near miss, good catch, investigation or other circumstances which require building and facility maintenance expertise.
• Responsible for the review and approval of quality compliance deviation and investigation documentation as required by site operating procedures.
• Comply with all requirements of the client contract and meet or exceed key compliance requirements.
• Ensure compliance of all regulatory laws and guidelines are met in accordance to their SOP’s as they relate to the work being scheduled by maintaining JLLs practices across all maintenance activities to meet client and authority having jurisdiction compliance requirements.
• Follow all Company mandated change-control procedures as they relate to best practices and EH&S requirements.
• Assist the FM in meeting or exceeding site key performance indicators (KPIs); monitor service level to identify potential off track areas and plan corrective actions accordingly.
• Assist in the day to day facility operations including but not limited to maintenance, repair, and project management support.
• Works with site team to inspect building and equipment to ensure suppliers are meeting contractual agreements
• Assists in the completion of the facilities operation’s audits and assessments.
• Assists planner/scheduler to monitor, review, prioritize and determine activities required for completion of a work order (WO) and works with mechanics and technicians to insure complex work orders are planned and executed on time.
• Recommend continuous quality improvement practices and look for business efficiencies.
• Support Business Continuity Planning activities and participate as a key team member in responses to emergency situations.
• Ensure client satisfaction with delivery of facility management services and provide support in monitoring and increasing customer satisfaction.

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

• Prior experience in facilities, property management, project management, hospitality or related field preferred
• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous

Critical Competencies for Success

Firm First Mindset

• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm’s procedures and standards

Client Focus & Relationship Management

• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• Has a customer-oriented attitude

Project Management & Organizational Skills

• Proven ability to manage multiple and complex operational matters on a daily basis
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner
  

Other Personal Characteristics

• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
• Ability to effectively deal with stressful situations
• Able to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener
• Exhibits honesty & trustworthiness

Duties & responsibilities

Client/Stakeholder Management

• Establish/ strengthen credible, strategic, and collaborative relationships with client leaders in each site
• Ensure KPIs targets for each site are met whilst demonstrating a proactive approach to improving scores
• Maintain high collaboration within site teams and client’s cross functional teams

People Management

• Provide leadership to FM teams in the designated site
• Mentor & enable training & development of team members
• Responsible for recruiting, on-boarding, evaluation on staff performance and development plan.
• Promote Initiative/Idea sharing across the sites and create opportunities for wider collaboration in the account and company

Procurement & Vendor Management

• Ensure that all contracts are implemented with excellence at sites and performance managed working closely with site and regional account teams
• Implement sourcing strategies in alignment with client’s procurement policies
• Deliver services as defined in the relevant Schedules of the Master Agreement ensuring the implementation and compliance with Best Practice procedures
• On time and successful completion of all audits (internal, client, external).
• Adhere to client and JLL’s code of business ethics.

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Ensure prompt and accurate management of purchase orders in systems
• Ensure that all JLL and client financial deliverables are met
• Cost savings tracking and deliver the required OPEX savings for each site

Health & Safety Management

• Ensure that IFM service are delivered in compliance with sites all JLL, Client and local government requirements
• Foster a ‘safety first’ environment

Site Operations Management

• Recommend continuous quality improvement practices and implement best practice operations
• Conduct site inspections and assessments to ensure all sites procedures and performance measures are always maintained
• Provide and maintain proper trackers for operation and reporting
• Put up communication/ announcement through email or notice
• Initiate, facilitate and monitor on sustainability program in the office
• Lead team to support IQVIA's project and minor move/add/change project

Risk Management

• Assist in the implementation and management of property risk management program
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures, and strategies

Reports

• Provide necessary facilities reports (include financial, budgeting, operational, incident, etc.)
• Attend facilities meeting and provide update promptly

Performance objectives

Achieve Key Performance Indicators and Service Level Agreement targets for reception and support these targets for the facilities management team

Key skills

• Experience in facilities, property management, hospitality, or related field preferred
• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system)
• Project Management
• Must present a professional and friendly corporate image to clients
• Ability to interact well within a team
• Ability to learn new systems quickly
• Ability to confidently interact with all levels of the organization from CEO to cleaning contractors
• Self-motivated

Employee specification

• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
• Ability to effectively deal with stressful situations
• Able to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English); also an active listener
• Exhibits honesty & trustworthiness

Position Goal

• To assist the Facilities Manager in the delivery of services to operate and maintain the property including technical, maintenance, procurement, assets & vendor management.
• To ensure that the clients are provided with a high standard of service at all times.
• To achieve excellence in preventive maintenance programs at site with highest standards and ensure energy conservation practices.
• To provide comprehensive facility, critical environment management and technical services to the client, with a focus on continuous improvement.
• To achieve financial and other KPIs established by Manager.
• Delivery of services in accordance with the Client Management Agreement
• Develop an understanding of and sound working relationships with key representatives of the client and all key suppliers’ / service providers to the site.

Duties & Responsibilities

• Be familiar with & operate to the Scope of Work as defined in the Master Agreement. Responsible for delivery of services in accordance with client SLA
• Achieve key performance indicators and service level agreement targets
• Understand the operational & technical requirements of the site and ensure that current service agreement is maintained to provide necessary supplies and services.
• Responsible for site facilities operation (including Cleanroom operation). Key contact for technical issue for FM at the site
• Establish Engineering and Operational procedures and roll out for site staff
• Implement the energy management programs to reduce the cost on utilities
• Initiate planning of critical environment procedure
• Initiate a system to measure the quality of performance on a quarterly basis
• Initiate and maintain preventive maintenance program
• Responsible for early involvement in facilities operation and provide advisory service during site inspection and project development
• Solution provision for minor projects and coordinating with contractors/vendors from initiation to completion Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time
• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and civil works pertaining to the facility – Building and Manufacturing Facilities
• 24/7 emergency call support and site attendance as required
• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings
• Continuous optimisation of processes, tools and documentation
• Ensure alignment and compliance to established policies and standard operating procedures for the management of the client's critical environment (CEM)
• Ensure proper engineering documentation and adherence to the established change management controls for all sites
• Protect the health & safety of staff and others by adhering to and developing guidelines and strategies
• Ensure compliance with all government regulations, statutory regulations on fire, health and safety standards
• Ensure compliance with the company's programs and audit programs and participate in engineering community initiatives
• Adhere to the company's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies
• Managing all contract vendors to carry out technical audits / maintenance for all installation as scheduled. Conduct audits to ensure that all safety procedures, including disaster recovery and business continuity plan and escalation procedures are in place and maintained
• Participates in client-initiated EHS, BCP and ERT programs
• Provide monthly operation and maintenance report to client
• Deliver and drive - Green initiative / Energy saving / Improvement projects and program.
• Ad-hoc support as required

Key Performance Measures

• Meet and support Account KPI / SLA targets
• Reporting (as assigned) is accurate and delivered on time
• End-user satisfaction surveys are at a high level
• Compliance with JLL standards, processes, and audit requirements for service lines under responsibility

Employee Specifications

Key Competencies

• Sound interpersonal skills to manage diverse range of service providers and Client representatives
• Sound written and oral communication skills
• Demonstrated ability to manage multiple and complex operational matters on a daily basis
• Working knowledge of EHS and BCA Regulations
• Proven capacity to understand and interpret commercial contracts
• Capacity to deal with ambiguity and address complex problems
• Core technical, engineering or building management skills
• Sound computer skills in Microsoft Office

Requirements

• Minimum engineering degree and familiar with industrial /manufacturing & cleanroom environment.
• Preferably 2 to 3 years’ in semiconductor industry.
• Fresh graduates will be considered for the position of Assistant Engineer.
• Team player and work with other members of the team to meet all key performance indicators as set out in the management contract.
• Pleasant disposition and must be able to interact with client.
• Good command in spoken and written English
• Has experience working in semiconductor / manufacturing environment or cleanroom environment

Leadership

• Represent Jones Lang LaSalle by behaving consistently with cultural and company requirements.
• Provide services to the account’s cultural and company requirements.
• Work towards objectives unsupervised.
• Be willing to assist & mentor colleagues.

Personal Effectiveness

• Provide an effective contribution to the team’s delivery.
• Contributes via regular feedback, to the overall performance of the delivery team.
• Works towards individual targets, monitor and manages individual performance.

Decision Making

• Be able to make difficult decisions and resolve problems or improve operations.
• Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle

Relationship Building

• Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.
• Gains respects of superiors, subordinates, peers and clients

Communication

• Listens effectively and communicate through actions and example. Has strong written and oral communication skills.
• Regular reporting of the work accomplished and upcoming work

Assistant Engineer, Facilities will provide assistance to the Facilities Manager in the operational activities in technical services, maintenance and operations, vendor management, finance, contracts and procurement, project management and occupancy services.

• Be familiar with & operate to the Scope of Work as defined in the Service Agreement. Responsible for delivery of services in accordance with client Service Level Agreement.
• Achieve key performance indicators and service level agreement targets
• Understand the operational & technical requirements of the site and ensure that current service agreement is maintained to provide necessary supplies and services.
• Responsible for site facilities operation (including Cleanroom operation). Key contact for technical issue for FM at the site
• Establish Engineering and Operational procedures and roll out for site staff
• Implement the energy management programs to reduce the cost on utilities
• Initiate a system to measure the quality of performance on a quarterly basis
• Initiate and maintain preventive maintenance program
• Responsible for early involvement in facilities operation and provide advisory service during site inspection and project development
• Solution provision for minor projects and coordinating with contractors/vendors from initiation to completion Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time
• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and civil works pertaining to the facility – Building and Manufacturing Facilities
• 24/7 emergency call support and site attendance as required
• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings
• Continuous optimization of processes, tools and documentation
• Ensure alignment and compliance to established policies and standard operating procedures for the management of the client's critical environment (CEM)
• Ensure proper engineering documentation and adherence to the established change management controls for all sites
• Protect the health & safety of staff and others by adhering to and developing guidelines and strategies
• Ensure compliance with all government regulations, statutory regulations on fire, health and safety standards
• Ensure compliance with the company's programs and audit programs and participate in engineering community initiatives
• Adhere to the company's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies
• Managing all contract vendors to carry out technical audits / maintenance for all installation as scheduled. Conduct audits to ensure that all safety procedures, including disaster recovery and business continuity plan and escalation procedures are in place and maintained
• Participates in client-initiated EHS, BCP and ERT programs
• Provide monthly operation and maintenance report to client
• Sound like you? To apply, you need to be/have a:

Qualification

An ideal candidate would have a university degree or professional qualification in engineering or facilities management are welcome to apply. .

Good communicator

Can you communicate technical issues to less able colleagues, clients and vendors? If you said yes to these, bring your ambition and explore our world of possibility.

POSITION GOALS

• To be the site lead and assist the Regional Operations Manager to manage the day-to-day operations of the site.
• To ensure that the clients are provided with a high standard of service at all times.
• To achieve excellence in preventive maintenance programs at site with highest standards and ensure energy conservation practices.
• To provide comprehensive facility, critical environment management and technical services to the client, with a focus on continuous improvement.
• To achieve financial and other KPIs established by Account Manager or Client Manager. Delivery of services in accordance with the Client Management Agreement SLA.

DUTIES & RESPONSIBILITIES

Facilities Management

• The Assistant Facilities Manager must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.
• Responsible for site facilities operation.
• Establish Engineering & Operational procedures and roll out for site staff.
• Responsible for delivery of services in accordance with Client Management SLA.
• Ensure compliance with all governmental regulations.
• The single point of contact for technical issue for FM at the site.
• Implement the energy management programs to reduce the cost on utilities.
• Managing all contract vendors to carries out technical audits/ maintenance for all installation as schedule.
• Develop of technical service standard.
• Initiate planning of Critical Environment procedure.
• Initiate a system to measure the quality of performance on a quarterly basis.
• Initiate and maintain Preventive Management Program.
• Responsible for Early involvement in Facilities Operation and provide advisory service during Site Inspection and Project Development.
• Solution Provision for minor projects and coordinating with contractors/vendors from initiation to completion.

Client/Stakeholder Management

• Manage the key client team representatives effectively to ensure that expected service levels are achieved.
• Build strong working relationships with key client representatives and promote JLL’s EOS platform and provide a key linkage between the wider JLL organization and the client representative and account team.
• Coordinate with stakeholders to ensure smooth delivery of programs and procedures.

Procurement & Vendor Management

• Review the maintenance/ service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools and documentation.
• Plan and manage budgets for Engineering & Operational contracts.
• Manage contract on vendors for technical services.

Site Operations

• Plan and take responsibility for smooth operations of all Mechanical, Electrical, Plumbing installations and Civil works pertaining to the facility.
• 24/7 emergency call support and site attendance is required.
• Manage M&E scope of the projects to ensure the quality and deliverables within the stipulated time.
• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings and share learnings with the wider EOS community at Jones Lang LaSalle.
• Continuous optimization of processes, tools and documentation.
• Achieve Key Performance Indicators and Service Level Agreement targets.

Risk Management

• Ensure alignment and compliance to established Policies and Standard Operating Procedures for the management of the client’s Critical Environment (CEM).
• Ensure proper engineering documentation and adherence to the established change management controls for all sites.
• Protect the health and safety of staff and others by adhering to and developing guidelines and strategies.
• Conduct audits to ensure that all safety procedures, including disaster recovery and business continuity plan and escalation procedures are in place and maintained.
• Ensure compliance with statutory regulations on fire, health and safety standards.
• Ensure compliance with JLL programs and audit programs and participate in EOS community initiatives.
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

Assistant Engineer, Facilities will provide assistance to the Facilities Manager in the operational activities in technical services, maintenance and operations, vendor management, finance, contracts and procurement, project management and occupancy services.

• Be familiar with & operate to the Scope of Work as defined in the Service Agreement. Responsible for delivery of services in accordance with client Service Level Agreement.
• Achieve key performance indicators and service level agreement targets
• Understand the operational & technical requirements of the site and ensure that current service agreement is maintained to provide necessary supplies and services.
• Responsible for site facilities operation (including Cleanroom operation). Key contact for technical issue for FM at the site
• Establish Engineering and Operational procedures and roll out for site staff
• Implement the energy management programs to reduce the cost on utilities
• Initiate a system to measure the quality of performance on a quarterly basis
• Initiate and maintain preventive maintenance program
• Responsible for early involvement in facilities operation and provide advisory service during site inspection and project development
• Solution provision for minor projects and coordinating with contractors/vendors from initiation to completion Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time
• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and civil works pertaining to the facility – Building and Manufacturing Facilities
• 24/7 emergency call support and site attendance as required
• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings
• Continuous optimization of processes, tools and documentation
• Ensure alignment and compliance to established policies and standard operating procedures for the management of the client's critical environment (CEM)
• Ensure proper engineering documentation and adherence to the established change management controls for all sites
• Protect the health & safety of staff and others by adhering to and developing guidelines and strategies
• Ensure compliance with all government regulations, statutory regulations on fire, health and safety standards
• Ensure compliance with the company's programs and audit programs and participate in engineering community initiatives
• Adhere to the company's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies
• Managing all contract vendors to carry out technical audits / maintenance for all installation as scheduled. Conduct audits to ensure that all safety procedures, including disaster recovery and business continuity plan and escalation procedures are in place and maintained
• Participates in client-initiated EHS, BCP and ERT programs
• Provide monthly operation and maintenance report to client

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

Qualification

An ideal candidate would have a university degree or professional qualification in engineering or facilities management are welcome to apply. .

Good communicator

Do you have an excellent command of spoken and written English and Chinese language? Can you communicate technical issues to less able colleagues, clients and vendors? If you said yes to these, bring your ambition and explore our world of possibility.

Responsibilities:

• Handles daily operation and rectification of faults;
• Assist the Property Manager in carrying out daily maintenance activities;
• Supervise and ensure all equipment and systems are properly maintained and in efficient operating conditions;
• To monitor all scheduled, unscheduled and cyclical maintenance works and activities of the contractors (including those directly engaged by the Authority);
• To schedule and ensure preventive and corrective maintenance activities and any breakdown faults are repaired and maintained timely and effectively;
• Monitor the inventory and spare parts and consumables (e.g. mask, light tubes etc.) utilisation to ensure check and balance;
• To carry out inspection of Premises to ensure that defects are promptly responded to and rectified in accordance with the Requirement Specifications;
• Source, evaluate and recommend contractor(s) and quotations to perform works/services for the Authority;
• Assist the Property Manager to prepare reports for the Authority;
• Assist the Authority on any initiatives implemented in the Premises (e.g. Smart Locker administrative processes, etc); and
• Assist with the programming of Video Wall contents and Welcome message for the LED strip, as required by the Authority.

Requirement:

• At least relevant diploma with minimum three (3) years relevant working experience in facilities management
• Have obtained SIFMA Certified Facilities Management Expert (CFME) accreditation in relevant tier or must obtain within Year 1 of Contract, unless otherwise agreed by the Authority.

Assistant Facilities Manager (Tech Company)

Work Dynamics - Integrated Facilities Management

Location: CBD

• Client/Stakeholder ManagementDeliver excellent customer service to meet on-site client’s expectations.
  Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels.
  Monitor procedures to ensure client’s expectations are conveyed and worked upon.
  
• Risk ManagementAssist in the implementation and management of a risk management program.
  Support the implementation and monitoring of disaster recovering and business continuity plans.
  Follow established escalation procedures and incident reporting procedures.
  Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.
  
• Site Operations ManagementImplement Industry Best Practice operations, in accordance with OpsAIDE standards and processes.
  Ensure planned preventative maintenance is performed to site’s requirement, and any corrective maintenance is performed on a timely manner.
  Seek ways to improve operational standards and cost effectiveness.
  24/7 emergency call support and site attendance is required.
  Implement preventative and corrective maintenance programs.
  Implement Housekeeping, Pest control and Waste Management programs.
  Provide training of the critical environment management system and processes to the relevant subcontractor and to ensure that every personnel of the subcontractor has completed the training before doing any work relating to the property.
  Conduct all asset management, maintenance and repairs so that the value of warranties is protected.
  Maintain Asset databased (Asset inventory Register and system documentation) and assist in Asset lifecycle planning.
  Single point of contact for on-site critical monitoring systems and provide continuous supervision.
  Coordinate annual shutdowns, IAQ tests, Regulatory compliance, alterations, Additions, improvements, Operational checks and Facility inspections.
  Responsible for site reporting such as incidents, maintenance activities, faults, energy & waste management etc.
  Achieve Key Performance Indicators and Service Level Agreement targets.
  
• Health & Safety ManagementImplement and manage safety procedures to ensure the provision of a safe working environment.
  Ensure compliance with statutory regulations on fire, health and safety standards.
  
• Procurement & Vendor ManagementManage multiple vendors using hard and soft skills to deliver services on time and within budget.
  Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL’s procurement best practices.
  Maintenance and Corrective activities to be managed using Corrigo and JDE.
  
• Contracts ManagementEnsure that all contracts are professionally delivered at the right cost and in line with the JLL Code of Ethics.
  Monitor expiry of contracts and initiate re-procurement if needed.
  Continually assess contracts to ensure best value delivered to the client.
  
• Finance ManagementEnsure that the site’s financial operations are meeting targets and control requirements.
  Assist and monitor financial processes to ensure account payable procedures are followed at all times
  

Requirements

• Min. 4 years of experience in facilities, property management, hospitality or related field.
• Experience of working in the tech industry preferred.
• Knowledge of local health and occupational safety requirements.
• Knowledge of vendor management for specialized services.
• An understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, BMS system, Lighting system, Access control, CCTV system, Fabric services, Mechanical & Electrical system, etc).
• Proven capacity to understand and interpret commercial contracts.
• Strong budget management and financial analysis skills.
• Ease of interaction with a wide range and wide level of client staff.
• Ability to manage conflict and balance between client and firm requirements.
• Has a customer-oriented attitude.
• Demonstrates proactive & professional approach to customer service.
• Excellent planning & organizational skills to prioritize work and meet tight deadlines.
• Proven ability to manage multiple and complex operational matters daily.
• Capacity to deal with ambiguity and solve complex problems effectively.
• Analytical, proven ability to solve problems using a quantitative approach.
• Proven ability to employ holistic approaches and looks at long term solutions.