Facilities Executive
Work Dynamics - Integrated Facilities Management
Safety
- Act as a visible safety leader and coach proactive safety behaviors in the team; lead by example to help ensure that positive and transparent EHS culture exists within the JLL team on the site
- Ensure required Regulatory, JLL and Client safety standards are met for all aspects of work delivered by team (staff or vendor)
- Ensure EHS relevant devices are in place (PPE, LOTO devices…)
- Proactively ensure any EHS near misses, incidents or best practices are reported and shared
- Support accident and injury investigation
- Ensure risk assessments and method statements are in place for all work (JLL staff or vendor). Proactively identify safety hazards and risks at the Client location and mitigate in accordance with best safety practice
- Establish regular EHS self-inspection routine and make action plan accordingly
- Ensure all regulatory/compulsory EHS training is completed and training records are documented in a timely manner for audit readiness.
Quality Management System
- Ensuring team’s adherence to governing SOPs and quality policies (JLL or Client) where relevant
- Lead by example to help ensure that positive and transparent quality culture exists within the JLL team on the site and that quality risk management is embedded into decision making
- Proactively ensure any quality issues, incidents or best practices are reported and shared
- Ensure timely completion of all quality training by the team
- Support GMP incident root cause investigations and CAPA creation / completion as necessary
- Participate in JLL self-audits; assist in Regulator and customer audits as required
- Participate in generation and review of the following documents if applicable to JLL scope of work:
Change control
Deviation investigation & management; root cause investigations, equipment failure investigations, CAPAs generation and implementation
SOPs (periodic review)
Qualification and validation protocols
Quality Notifications based on equipment out of tolerance conditions
Any other GxP documents according to governing procedures - Ensure all infrastructure and compliance documentation for the systems is up-to-date (e.g. maintenance logs, drawings and single-line diagrams)
- Spare parts management (GMP spare parts identification is needed)
- Ensure that service quality levels and relevant KPIs are met
- Ensure all activities are documented in time achieved periodically
- Be vigilant to ensure subcontractors understand compliance requirements such as GxP requirements and Change Control
Approval Roles
- Review internal or external change request
- Prepare or review GMP/EHS relevant incident/accident report
- Review services contracts and Purchase Order
- Prepare or review resource added or staff resignation
- Approvals for similar role of Site Lead as his deputy in his absence from work
- JLL internal DOA approvals (procurement, financial, HR, etc.)
Business and client engagement
- Develop healthy customer relationships through proactive engagement.
- Ensure correct customer focus is in place for all activities undertaken by function
- Proactive communications with client and provide solutions to client’s base onsite situations
- Periodically meeting with client and provide feedback about daily operation and maintenance
Compliance
- Act as visible leader for all compliance related issues, reinforcing the Code of Ethics and JLL values in every interaction
- Ensure required Regulatory, JLL and Client policies, standards & procedures and are met for all aspects of work delivered by team (staff and vendor)
- Ensure and encourage transparent reporting of compliance issues or potential compliance issues
- Complete all mandatory JLL and Client compliance training; ensure team also does the same
Strategy
- Identify GMP relevant activities and provide audit support to site team
- Ensure all activities to match client’s requirements defined in SOW
- Periodically review CM/EM work orders and update PM activities/plan accordingly
Discipline Leadership
- Act as visible leader, instilling the correct level of professionalism and customer focus
- Proactively complete or lead any work in support of meeting both Client needs and JLL’s contractual requirements.
- Identify and implement continuous improvement opportunities
- Hire, supervise and manage site staff
- Ensure robust personal development and performance management is in place for staff
Engineering Delivery
- Ensure the JLL facility team is delivering in accordance with the Client business need and that services are meeting required standards
- Maintenance/calibration/spare parts strategy and plan preparation and get approval from client
- Develop tools/standards management procedure
- Recruit, select, train, and appraise performance
- Optimize business processes, initiate improvements, cost-saving activities to increased productivity / work efficiency to drive Client value
- Deliver within appropriate budget constraints
- Develop and oversee capability of the maintenance and facility team across the site
- Ensure operations in line with Client and JLL policies and processes
- Training matrix preparation and ensure team members get trainings accordingly
- Ensure Work Orders review and update PM program accordingly for best practices
- Periodically report preparation as required (KPI, OT, cost, EHS, unexpected shutdown, quality relevant, spare parts, incident/accident, next action…)
Budgets / financial / commercial
- Negotiate budgets with stakeholders for areas of accountability and deliver services within budgets
- Certify vendor work as complete; review vendor invoices accuracy.
- Develop technical scope of work for work requiring vendor support; work with Procurement stakeholders to ensure appropriate contract or purchase orders are in place
- JLL internal DOA approvals (procurement, financial, HR, etc.)
- Compile data and work with Finance team for JLL budget forecast
Lilly account roles and responsibilities
1) Procurement & Supplier Management:
2) Call suppliers to provide quotation based on quality, cost, and deliverability to meet Client target timeline
3) Compare and evaluate offers/quotation from suppliers.
4) Negotiate terms and conditions with suppliers to secure a favorable deal for Client.
Procurement Process Management:
1) Raise and prepare quotation to Client for any requested Ad Hoc Purchase / Project.
2) Preparation and processing of purchase orders(PO) after receive confirmation from Client .
3) Upon completion of the activities / delivery / project, raise Goods Receive(GR) in FWO for Billing Process.
4) Prepare Tax Invoice from Contractor , create new EL#, and email to JLL APAC team for the “Matching” process
5) Closely follow up and send chaser email to contractor for Tax invoice for all completed ad hoc job or ad hoc projects.
6) Tracking and record of EL# for all Tax invoice submission to JLL APAC Team -Dalian
7) Resolve all account payable and backlog PRs / GRs / EL# Issues from Contractor’s(25 Contractor on Site) , JLL APAC Team and Client.
8) Work closely with Client on billing matters and checking of outstanding billing issues.
Transport & Logistics Coordination:
1) Ensure timely and accurate delivery of purchased items. Call vendor for update of status.
2) Perform collection of delivery of goods and documentation.
3) Perform coordination works on logistic and delivery schedule with contractor and client.
4) Apply and request for document for new vendor setup to JLL Vendor Master List.
5) Verification and check with JLL contractor’s email against RA assigned email.
6) Perform escort of contractor on-site for PM and Project delivery.
Documents & Reports:
1) Maintain accurate records of procurement activities, including purchase orders, contracts, and supplier communications.(Trackingand Monitoring)
2) Support Site for generating and updating of site document / matrix -spare parts inventory list , Fire sprinkler and Hose Reallocation and accountability.
3) Checking of regular reports on PO & GR and release payment document from finance department.
4) Perform filing and orderly closure of PTO and Delivery Order documents.
5) Support Site HSE Initiatives and request of safety document from vendor for any ad hoc project / PM.
6) Check Site MSDS if latest or up to date.
