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Our people at JLL 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.
Role Function:
Responsible and accountable for the performance of the property, the management of key in-house/out-source service providers (i.e. technician, security and cleaning team) of the property.
Duties and responsibilities
The key responsibilities include:
- Responsible for the overall day-to-day maintenance and operations of Building systems in the building including but not limited to General Building Works, Plumbing & Sanitary System, Water Feature System, Auto Door System, CCTV System, AV System, Telecommunication, Wi-fi System, etc.;
- Develop, implement and supervise a Planned Preventive Maintenance Programme (PPMP) and comprehensive maintenance plan for all Building systems and soft services.
- Monitor and maintain the efficient and safe operation of all building related systems to ensure smooth operations
- Ensure all systems operate in accordance to the system design and operation intent;
- Plan and procure parts & maintenance services within set budgets;
- Coordinate and supervise maintenance activities to ensure contractors / vendors and technicians complete all repair and maintenance work and soft services within the required timelines and in accordance with the standards set by OMS/Management or required by relevant Codes of Practice.
- Set and define standards required of non-maintenance matters, such as security guards and cleaners’ uniforms, management office, work place security, cleaners’ store, etc.
- Review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness.
- Set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.
- Monitor and detect any irregular utilities consumption and take appropriate actions when necessary.
- Follow up on matters after meetings.
- Review procedures on imposition of fines against contravention of House Rules by contractors or tenants.
- Set up inspection schedules on defects, cleanliness and other term contract works.
- Liaise with Senior Property Executive (M&E) and tenants on matters related to M&E services.
- Arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
- Review and update House Rules & Site Supplement and if necessary, recommend updates.
- Attend meetings with clients, term contractors or any other meetings as assigned by the Immediate Superior and to record and put up minutes.
- Keep updated records of all those warranties that are still in force.
- Conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
- Conduct regular inspections with the term contractors (cleaning, pest control, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.
- Conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance.
- Inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones.
- Propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.
- Monitor and furnish regular reports on any intrusions, irregularities or unsafe practices.
- Set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.
- Carry out ad-hoc project works to enhance the Building and related systems
- Coordinate tenant move-ins and move-outs including handing/taking over of premsies.
- Build positive relationships with co-workers, clients and tenants.
- Respond to tenant needs and maintain positive relationships and high retention levels with all tenants.
- Liaise with tenants on repairs and maintenance works
- Review, approve and manage all tenant fit-out to ensure compliance with the Fit-Out Guide and Green Lease, and relevant authorities’ regulations.
- To monitor utilities consumption and take corrective measure if necessary for any irregularities.
- To review and recommend for approval cost-saving or cost-effective measures to reduce consumption.
- To lay down procedures and contract numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
- To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.
- Prepare accurate, timely and complete reports, including monthly performance reports and variance reports for review by senior management
- Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.
- Manage all accounts payable for the property, including collection, routing and approval of invoices
- Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed.
- Respond to problems and concerns and ensures compliance with rules and regulations
- Prepare Expense Approvals and Proposal Papers for client’s approval;
- Manage the delivery of excellent customer services consistent with the company’s service standards and brand attributes;
- Forecast, plan and prepare annual marketing budget and monitor expenditure within the approved budget;
- Liaise with and ensure professional management of tenants, business partners, government agencies, vendors/suppliers;
- Prepare and submit monthly reports
- Ensure all Asset Plan and Business Plan KPI’s/targets are achieved, including but not limited to capital expenditure and OH&S.
- Lead and supervise the Security and Cleaning team to achieve set KPIs
- Work closely with the other departments to deliver the above duties.
Key Competencies & Performance Measures
- Proactive and solution oriented, friendly with assertive and personable nature
- Demonstrate initiative and able to work independently
- Experience in using Microsoft Word, Excel, PowerPoint.
- Decorous telephone etiquette
- Successful completion of scheduled activities;
- Achieve KPI and SLA targets;
- Achieve target deliverables for business plans, monthly reports and budgets;
- Attain best value for money outcomes on service contracts and facilities cost services;
- Ensure that a high level of professionalism and customer service are maintained at all times;
- Ability to work under pressure and meet set timelines;
- Client and tenants customer satisfaction;
- Meet Standards and audit requirements.
- Achieve all financial and operational targets (KPIs).
- Deliver an exceptional “Managing Agent” service to the client, as reflected by client feedback.