Facilities Executive

Job description

JLL empowers you to shape a brighter way.   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.    Facility Executive- IFM operations Position Overview The Executive is responsible for coordinating and managing integrated facility services operations encompassing both soft services (housekeeping,technical security, reception, catering) and technical services coordination (basic maintenance, vendor liaison, work order management). This role maintains robust governance frameworks to ensure service quality, compliance, and performance excellence across all facility operations. The position requires strong coordination skills, technical awareness, attention to detail, governance capabilities, and a customer service orientation to maintain high service standards, operational efficiency, and occupant satisfaction. Key Responsibilities Soft Services Coordination Coordinate daily operations of housekeeping, janitorial, and cleaning services across the facility. Oversee reception, front-of-house services, and visitor management operations. Manage mail room operations including courier services, package handling, and distribution. Coordinate catering services, pantry management, and kitchen/breakroom upkeep. Monitor landscaping, pest control, and waste management services. Ensure proper functioning of employee amenities including meeting rooms, breakout areas, and common spaces. Conduct regular walkthroughs and inspections to ensure service quality and cleanliness standards are met. Technical Services Coordination Coordinate routine maintenance activities for building systems including HVAC, electrical, plumbing, and lighting. Manage work order systems for technical service requests and maintenance issues. Liaise with technical vendors and contractors for repairs, preventive maintenance, and servicing. Monitor completion of scheduled preventive maintenance tasks and inspections. Track maintenance schedules for critical building equipment and systems. Coordinate access for technical contractors and ensure proper site induction procedures. Log and track technical issues, service calls, and resolution timelines. Escalate urgent technical matters to Facility Manager or engineering team. Support energy management initiatives by reporting anomalies in consumption or system performance. Assist with coordination of minor building projects and equipment installations. Governance Framework & Standards Develop and maintain standard operating procedures (SOPs) for all soft and technical services activities. Create and implement service delivery standards, quality benchmarks, and performance criteria. Establish inspection protocols, checklists, and quality assurance processes for both service categories. Document workflows, service schedules, and operational guidelines. Maintain governance documentation including policies, procedures, and work instructions. Ensure alignment with organizational standards and industry best practices. Review and update governance documents regularly to reflect operational changes and improvements. Create technical service protocols including emergency response procedures and escalation matrices. Performance Monitoring & Reporting Develop and track key performance indicators (KPIs) for all facility services operations. Implement service level monitoring systems and maintain performance dashboards. Conduct regular audits and inspections using standardized assessment criteria. Generate daily, weekly, and monthly performance reports for management review. Analyze service delivery trends, identify patterns, and highlight areas requiring attention. Maintain performance scorecards for vendors and internal service teams. Track technical service metrics including response times, first-time fix rates, and equipment uptime. Monitor compliance with preventive maintenance schedules and service intervals. Present findings and recommendations to facility management and stakeholders. Generate equipment performance reports and maintenance history logs. Vendor & Contractor Management Serve as primary point of contact for soft services and technical services vendors and contractors. Monitor vendor performance against defined SLAs and contractual obligations. Coordinate service requests and communicate requirements to service providers. Track vendor attendance, timesheets, and service delivery documentation. Conduct regular vendor performance reviews and feedback sessions. Report vendor performance issues and coordinate corrective actions. Assist with vendor onboarding and orientation to facility requirements. Maintain vendor compliance records including insurance certificates, licenses, certifications, and trade qualifications. Manage vendor escalations and dispute resolution processes. Coordinate technical certifications and equipment-specific training requirements for contractors. Service Quality & Compliance Management Implement and monitor service level standards for all facility services. Conduct quality inspections and maintain inspection checklists and reports. Address service deficiencies promptly and follow up on corrective actions. Respond to occupant requests, complaints, and feedback regarding fa