JLL 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.   

Execute services in areas of responsibility for a small to moderate size location/across small number of smaller locations & may oversee the work of team members. Scope may include wide range of Workplace Solutions specialist facility & building management services, customer services activities, delivered at a location/across multiple location. May include workspace asset management, engineering, building & maintenance, cleaning, mail delivery, logistics &/or storage services, set-up, A/V, catering, document, switchboard, reception, floor support & other location services. Independently carry out routine tasks according to guidelines and/or under supervision.

 

Key Responsibilities

Act as a resource for questions from workgroup and customers.

Design and implement programs and processes to deliver performance improvements to continually support Workplace Solutions strategy, including participating in sharing best practices across teams/locations

Develop and manage contract relationships with external service providers (negotiate and manage contracts, review performance against strategy and budget).

Independently complete a wide range of Workplace Solutions customer services activities such as workspace set-up, A/V support, catering, document services, switchboard, reception, floor operations support, space utilization management or other location services.

Independently complete a wide range of Workplace Solutions specialist facility and building management services such as asset management, engineering, building and maintenance services, cleaning, mail delivery and logistics and/or storage services, etc.

Lead Workplace Solutions teams to achieve the appropriate level of external and internal customer satisfaction

Manage relations with internal leadership and stakeholders

May act as a point of contact for the landlord or external providers and manage regular contract relationships.

May act as the point of contact for various Workplace Solutions tools/databases, related basic technical support and end user training.

May assist with customer retrieval, return and/or destruction of documents, according to archival guidelines.

May be involved in actions related to programs or projects

May be single point of contact for Workplace Solutions in a specific location.

May carry out instructions for security, fire, health and safety and maintain records.

May conduct quality assurance checks to ensure service standards are being met.

May execute/oversee the activities required to ensure interiors are of a sufficient standard as defined by policies and standards (for example, décor, painting, furniture and fittings—such as doors, blinds, etc.)

May execute/oversee the delivery of inbound and outbound mail and courier services.

May execute/oversee the delivery of storage services (retrieval, return and/or destruction of documents) for day visitors, permanent residents and the provision of offsite storage, according to archival guidelines and working together with Records & Information Management.

May execute/oversee the energy utilization and activities to reduce energy consumption and the collection and disposal of waste materials in accordance with local policy.

May execute/oversee the purchasing, maintenance and disposal of company Workplace assets, in line with local policy.

May execute/oversee the regular scheduled maintenance and unscheduled repairs of infrastructure and equipment (for example, heating, ventilation, lighting, air-conditioning, plumbing & sanitation, power, security, fire & life safety equipment and elevators/lifts.)

May greet/direct employees and visitors, issue visitor access cards, answer general inquires, assist in resolving issues/concerns or direct them to the appropriate resource.

May handle or coordinate process large-scale duplicating projects including copying, collating, assembly and binding.

May manage operations of communication center/switchboard on a daily basis.

May oversee and assist with integration of new joiners.

May oversee the delivery of cleaning services within the facility, managing the relationship with the vendor and ensuring standards for cleanliness are adhered to.

May perform administrative duties according to location guidelines.

May process space reservation requests (assign and confirm space, catering and equipment) and ensure optimal workspace occupancy (less than 50% of their time.)

May provide audio-visual support/troubleshooting prior to and during meetings and events as needed.

May provide basic technical support for standard office equipment (e.g., copiers and printers).

May provide input for the performance review process.

May provide support related to on-site catering and liaise with Event Planner(s).

May receive, review and allocate Workplace Solutions invoices for the location and/or supplier, including resolving billing issues with vendor and escalating issues as needed, and may serve as point of contact for managing the Workplace Solutions invoices for the GU/location.

May receive, review and allocate Workplace Solutions invoices for the location and/or supplier, including resolving billing issues with vendor and escalating issues as needed.

May set up, maintain and/or provide support for workspace/meeting rooms including catering and audio/visual equipment.

May stock and maintain appearance of general use areas (e.g., copy room, coffee/vending area, etc.).

May support the day to day management of a Workplace Solutions commodity, including maintaining key relationships with suppliers and other industry professionals, influencing compliance of the overall commodity strategy and maintaining commodity content on applications and other communications.

Participate in the strategic review of business operations and also ensure execution of Workplace Solutions strategy, policies and goals with a focus on long-term business planning and forecasted Workplace Solutions requirements

Plan and manage operations and delivery of services, ensuring operational compliance to policies, budgets and guidelines and review performance against business objectives

Prepare daily, weekly, and monthly reports associated with the office or workgroup.

Problem-solve by drawing on knowledge of other departments utilizing network of contacts.

Provide leadership and direction in matters related to facility operations and scope/quality of services

Provide leadership, direction, development and employee supervision within the areas of responsibility

Career Level Expectations

Complexity

Degree of difficulty of an assignment or the level of problem-solving assessment and resolution required, as indicated by degree of problem-solving, strategic vs. routine focus, and stakeholder interactions (e.g., Executives, Supervisor, etc.)

Requires analysis and solving of lower-complexity problems.

Interaction is with peers within C&C before updating supervisors.  Likely has limited exposure with clients and/or C&C management.

Authority

Power to influence or complete assignments independently and ability to make decisions, as indicated by latitude to devise work products or plans, reliance on instruction and decision-making ability

Requires moderate level of instruction on daily work tasks and detailed instructions on new assignments

Impact or Decision Impact

Risk or consequences in the event of failure, as indicated by range of expected impact, such as within a team or across a team or area of responsibility and level of risk

Decisions impact own work and may impact the work of others

Scope

Degree of accountability for assigned tasks, our clients and/or the organization, as indicated by size of work effort and scale of entity and/or program

Individual contributor as a part of a team, with a focused scope of work

1.       Facilitate meetings and events e.g: workshops, training, video conferencing, Townhall).

-          On daily basis, as & when required.

-          Accommodate requests for room bookings, room set up, AV equipment, M&E requirements) by engage housekeeping, maintenance & IT team (if necessary).

-          Test run all equipment before the actual function i.e 1 day, 1 hour before the function (depends on critical level of event), to allow defects fixed before the function.

-          Ensure everything is ready for events

-          Attend on ad hoc issues / requests during the functions.

-          Provided on-site support during events, troubleshooting technical and operational issues

2.      Assisting the manager in the operations

-          OPEX monitoring on daily basis & amount updated

-          Prepare slide presentation and supporting documents for Penang Green Office. – Yearly

3.      Working with ARIBA & Corrigo system

-          Raise Purchase Requisition involving facilities management contracts, equipment preventive maintenance, pest control, breakdown maintenance, spare parts, office supplies & etc, for Facilities and other departments.

-          Make sure Purchase Order reaches suppliers upon approval

-          Manage vendors and liaise for deliveries & work schedule.

-          To make sure vendor bill upon job completion & perform Receiving accurately so that all expenses are captured in the month.

-          Ensure all invoices reach Accounts Payable for payment processing & work closely with them for any related issue.

-          Managed and raised Work Orders (WO) in Corrigo System, ensuring closure before deadlines to avoid overdue cases and maintain JLL KPI compliance.

4.      Prepare monthly and incident reports

-          BPO monthly reports.

-          Monthly saving reports.

-          Submit incident report to Cyberview (When needed)

•           Manage complaints and attend to issues raised by the building occupants.

-          Receive complaints / request

-          If related to facilities – delegate to the person in charge (i.e: technician, housekeeping team), follow up & update the person accordingly on the status.

-          If not related to Facilities – redirect them to the team in charge or educate them on how to engage those relevant parties.

•           Become the administrator for Café e-Payment for Dell Cyberjaya (meal allowance)

-          Generating meal barcode for staff (When needed)

-          Attending to staff issues related to the meal allowance – system technical issue, HR issues (work closely with HR)

-          Generate monthly finance report for caterer, preparing payment voucher as part of payment processing and attend to any issue related.

-          Person-in-charge for Dell cashier system installation and resolving ad-hoc issues with cafeteria vendors.

•           Coordinate with licensing agencies to obtain licenses, CF & permits.

-          Raise PR to vendors if need vendor action.

-          Prepare necessary documentation related to the license/permit renewal, submit for approval FM and Finance (Manual Payment)

•           Coordinating for the Dell Cyberjaya Fit Zone (Gym Access)

-          Handle the registration for new users – gym access request

-          Attend to issues related to Facilities and delegate accordingly

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•           Non-Facilities tasks:

-          Handling central stationery purchase for Dell Cyberjaya – to purchase stock, supply to the employee upon request.

-          Central receiving – perform receiving in Ariba on behalf of other Dell Employees which require special approval, make sure the goods delivered per request, receiving amount is tally with invoice.

-          Facilitating & educating new users on the Dell Cyberjaya procedures (as & when approached by them)

-          Request business card for employees in Ariba

Tasks during team members absence:

Receptionist:

•           Manage day-to-day front office at Dell Global Business Centre Sdn Bhd

•           Manage incoming calls and answer the inquiry from individual person, public & private sectors.

•           To receive and record registered mails, documents & parcels on Dell staff behalf and hand it in to the addressee (owner).

•           Managing logistics and transportation for visitors

Housekeeping leader:

•           Attend to any housekeeping related issues by Dell employees or by team members

•           To overlook on housekeeping routine

•           To ensure arrangement for functions is done accordingly.

Location:

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For additional details please see our career site pages for each country.