Work Dynamics - Integrated Facilities Management
Key activities the Workplace Ambassador is required to assist with include:
- Client/Stakeholder SupportProvide superior customer service to meet on-site client’s expectations
Build relationships with clients/stakeholders
Communicate and engage with stakeholders/employees/guests for all queries and requests
- Procurement & Vendor SupportAssist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
Assist in the procurement of vendors and services as required
Host monthly/quarterly vendor meetings, upload minutes of meetings, action plans and improvements plans
- Finance Admin SupportAssist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
JDE PO/GR, Peoplesoft invoices, Corrigo WOs, track DAS reports and submit monthly accruals report to Workplace manager
- Health & SafetyConduct regular audits to ensure safety procedures are being complied with
Prepare PTW/RA for vendors during events on site
Assist in carrying out safety procedures when needed
Conduct safety briefing when requested
Participate in fire drills managed by Landlord
Ensure Safety SOPs are complied.
- Site Operations tasking (% allocation depends on site)Loading Dock Coordination (if applicable)
Coordination of Loading Dock bookings
Overseeing all incoming deliveries.
Observe unloading of trucks for proper handling and distribution of freight.
Recording delivery information on incoming shipments for each specific vendor.
- Conference Rooms Coordination (Meeting rooms and Event space Coordination)
- Coordinate booking of the conference rooms for events/meetings
- Prepare Conference room areas for meetings/conferences
- Manage Event space set up
- Be POC for any issues/defects arise in meeting room technology, systems and assets
- Organize any specific requirements from the clients regarding meetings
- Coordinate DCI or customer meals as directed (depends on site)
- Participation in events hosted by client and JLL4JLL
- Office maintenance orders (Hard services)Perform the weekly consumables order
Receipt all consumables delivered and store as required.
File and keep all receipts for records.
Ensure adequate consumables available for workplace operations
- General Site inspections
- Perform inspections. Give direction to the onsite staff and vendors workplace is kept clean and safe.
- Organize any special clean requirements
- Escorting Clients/Contractors
- Escort clients in areas only persons with Level 1 Security Access can reach.
- Assist in maintaining client access requirements.
- Manage building and office access
- Repair and MaintenanceInspect all R&M assets, check inventory, rectify any issues
Keep record of all inspections completed
Assist in Ops Aide, Energy Audit, any other projects
Annual office improvements
Annual shut down
- Risk ManagementAssist in the property risk management program
Participate in the disaster recovery and business continuity plans as required
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
- Achieve Key Performance Indicators and Service Level Agreement targets
- Other tasks consistent with the role of Workplace Ambassador
