Site Manager

Roles And Responsibilities

Overall Role

• To provide an overall Facilities Management oversight services and assist the team with operational activities in finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. Oversee Technical & Soft Services such as Janitorial and Housekeeping, Pest Control, Landscape.
• To provide Receptionist and administrative support to on-site team.
• Ensure hygiene and environment safety of the site
  
  

• Responsible for handling incoming and outgoing calls including distribution of any messages.
• Receive, inform and guide visitors including co-ordination with client employees.
• Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team
• Participate as a team member in responses to emergency situations for facilities matters
• Manage invoices, ensure commitment & payment records are maintained and that payments are received by vendors. o Directing first-line complaints in regards to soft services to Facilities Management team
• Ensure compliance with all governmental regulations on behalf of the client.
• Ensure effective completion of all incident reports.
• Assist FM on generating PO and Goods receiving o Ensure compliance with Jones Lang LaSalle minimum audit standards.
• Manage end user expectations and requirement.
• Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site. o Provide assistance to users as and when required.
  
  

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works) with minimal disruption, as needed
• Assist in the procurement of vendors and services as required
  
  

• Assist in PO/GR and processing of invoices
  
  

• Conduct daily site inspection to ensure safety procedures on site are in place and working
• Assist in carrying out safety procedures when needed
• Support Mobile Engineering Service (MES) in the coordination and management of HVAC, M&E,
  
  

• Assist with coordinating and scheduling maintenance activities at assigned Account.
• Follow established escalation procedures and incident reporting procedures
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
  
  

• Assist in the implementation of Industry Best Practice operations
• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
• Seek ways to constantly reduce costs and improve operational standards
• Act SPOC for all Facilities & Site services touch points for employees and depending on the bandwidth – support other functions in the limited capacity – operations support, Event management, front office management.
• Maintain relationship with Landlord to ensure they are fulfilling their obligations to the client
• Coordinate and ensure that pantry, stationery items are always in stock
• Established ideas in providing users with an unique workplace experience and implementing it on site
• Ensure knowledge of staff movement, in and out of organization etc.
• Assist with the coordination and scheduling of cleaning, pest control, landscaping
• Resolve problems associated with all Site Services o Implement preventive, ongoing and anticipated maintenance/repair programs