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.    Soft Services Executive Position Overview The Soft Services Executive is responsible for coordinating and managing day-to-day soft services operations to ensure a clean, safe, and welcoming workplace environment. This role focuses on the delivery of non-technical facility services including housekeeping, security, reception, catering, mail services, and other workplace amenities. The position requires strong coordination skills, attention to detail, and a customer service orientation to maintain high service standards 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. Vendor & Contractor Management Serve as primary point of contact for soft services vendors and contractors. Monitor vendor performance and ensure adherence to service schedules and quality standards. Coordinate service requests and communicate requirements to service providers. Track vendor attendance, timesheets, and service delivery documentation. Report vendor performance issues and coordinate corrective actions. Assist with vendor onboarding and orientation to facility requirements. Service Quality & Standards Implement and monitor service level standards for all soft 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 soft services. Maintain high standards of cleanliness, presentation, and service delivery. Implement continuous improvement initiatives based on feedback and observations. Administrative Support Maintain soft services records, logs, and documentation. Process work orders and service requests through facility management systems. Track consumables inventory including cleaning supplies, pantry items, and amenities. Coordinate supplies ordering and ensure adequate stock levels. Prepare regular reports on service delivery, incidents, and performance metrics. Maintain vendor contracts, insurance certificates, and compliance documentation. Support budget tracking and invoice processing for soft services. Health, Safety & Compliance Ensure compliance with health and safety regulations for all soft services activities. Monitor proper use of cleaning chemicals, equipment, and safety procedures. Conduct safety briefings with service providers and maintain safety records. Report safety incidents, near misses, and hazards promptly. Support emergency preparedness including evacuation procedures and crisis response. Ensure proper waste segregation, recycling programs, and environmental compliance. Occupant Services & Experience Act as first point of contact for occupant inquiries related to soft services. Coordinate special requests for events, meetings, and workplace activities. Manage meeting room bookings, setup requirements, and catering arrangements. Support workplace hospitality and visitor experience initiatives. Conduct occupant satisfaction surveys and implement feedback. Build positive relationships with building occupants and department representatives. Project Support Assist with soft services transitions, vendor changes, and service improvements. Support office moves, workspace reconfigurations, and setup activities. Coordinate deep cleaning projects, carpet cleaning, and specialized services. Assist with facility events, corporate functions, and special programs. Participate in facility improvement initiatives and workplace enhancement projects. Required Qualifications Education: Diploma or Bachelor's degree in Facility Management, Business Administration, Hospitality Management, or related field. High school diploma with relevant experience may be considered. Experience: 5-6 years of experience in facility services, soft services coordination, or hospitality operations. Experience in commercial office buildings, corporate facilities, or multi-tenant environments preferred. Background in vendor coordination or service delivery operations. Customer service experience in a corporate or professional environment. Technical Knowledge: Understanding of housekeeping operations, cleaning standards, and industry best practices. Familiarity with workplace services including reception, mail services, and amenity management. Basic knowledge of health and safety requirements for facility services. Proficiency with facility management systems, work or