COMPLETE Facilities Administration Support - Cairo, EGY

Responsibilities
 Functional Responsibilities
o Provide cost effective, reliable services to achieve customer satisfaction and in accordance with contracted requirements
o Manage service delivery contractors and develop the contracts and relationships working closely with regional Purchasing team
o Provide relevant FM information for the line management as necessary.
o Report all accidents, occupational illnesses and emergencies in relevant books/documentation.
o Maintain monthly performance measurement information for line management in support of contract performance requirements.
o Act as deputy in the absence of line management.
o Supervise residences maintenance activities
o Supervise activities around utilities and payments
o Provide and arrange cover for the FM team as defined by line management.
o Handling all admin tasks as per instructions of line management
o Identify & implement innovative ways to enhance service delivery to the customer
o Develop and sustain a high quality well motivated team
o Ensuring the provision of a safe working environment
o Prepare the meetings safety moments
o Record all meetings minutes and to send it to all concern along with following up on the recorded actions
o Upload the monthly man-hour figures on JLL platform on time
o Issue access permissions to HSBC portfolio premises
o Holding regular courtesy calls with stakeholders
o Raising monthly good catches and to record it on JLL platform
o Handling DART documents uploading, and dashboard gaps
o Follow up on the service provider KPI’s, especially RM response, completion and PPM closure by monitoring all related platforms daily/monthly activities and to communicate with the service provider accordingly
o Preparing the monthly service providers QBR and following up on the meeting recorded actions
o Preparing IFM events action plans and to provide its related reports
o Handing IFM team communications with HSBC communication team
o Preparing IFM team monthly, quarterly , annually reports and any other reports might be requested by the line manager
o Handling platforms related issues with the responsible JLL regional team
o Follow up the monthly service providers reports received on time with no missing data
o To monitor the service providers daily attendance
o Follow up on IFM team required tools, stationary, equipment …. Etc.
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o Prepare CCN amendment forms
o Update JLL teams, the client and the service providers contact
details on regular basis and to share it with IFM team
o Handling complaints/compliment raised tickets or communications according to the guidelines of the line manager
o Handling all switchboard calls during the working hours
o Cover and support Site Facilities Manager during holiday periods
 People skills
o Ensure all meeting actions, from contracts, customer and team meetings are consolidated monthly.
o Self-motivated with strong communication skills and management ability.
o Strong team player with focus on Customer/Supplier relations and services.
o Strong supervisory skills and influencing ability / Strong communication skills (oral & written).
o Able to converse confidently with staff, customers and suppliers at all levels.
o Coordinate a one-team approach on behalf of the Hub Lead through coaching, training and continuous professional development.
 Client/Stakeholder Management
o Maintain regular contact with client by developing permanent, mutually beneficial, business relationships.
o Be at the forefront of customer relationships
o Demonstrate strong customer services skills and use your experience to ensure that customer expectations are met.
o To continually seek to improve Customer/Client Satisfaction demonstrated through the approved key performance indicators or maintaining current performance levels in a changing business environment.
o Ensure that on site Clients expectations are met
o The role is also key in building relationship between occupants, FM staff and the different suppliers
o Ensure that the service contractors delivery matches or exceeds customer service expectations
 Finance Management / Cost Control / Profitability
o Ensure that the site’s financial operations are meeting targets and control requirements
o Manage spending in your areas of responsibility within budget and identify savings opportunities in your own and other areas.
o Coordination of PO’s, invoices, delivery of goods and statements for payment purposes.
o Follow up raising POs, amending, cancelling, uplifting according to the line manager approval
o Follow up monthly on the open POs matching, validating, reporting, confirming and good receipting on time
o To coordinate with JLL finance team sorting out all POs raised inquiries or pending matters providing the required documents, inputs and explanations
 Environment, Health and Safety
o Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
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o Follow required emergency prevention and operational controls.
o Report all accidents, occupational illnesses and emergencies.
Requirements
o University degree
o Proven successful experience of 1-2 yrs experience in FM/office administration or relevant field is preferred
o Pro activeness and innovative thinking
o Strong Customer Relation skills.
o Strong commercial understanding.
o Experience in managing/ dealing with suppliers/contractors.
o Good knowledge of SLA's/KPI's and measurement procedures.
o Excellent computer skills including strong MS Office
o Self-motivated and result driven.
o Demonstrable English verbal and written language skills
o Sound knowledge of EHS.
o Strong English communication skills (oral and written).

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

About JLL –

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.

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