Community Host
Work Dynamics - Integrated Facilities Management
ROLE AND RESPONSIBILITIES
OVERALL ROLE
These roles include Community Manager and Community Host – they are the people-centric roles within the team, responsible for connecting people with equipment and services that we provide. They also connect people to people. E.g. while Workplace Managers make sure coffee machines are operational (e.g. contract in place, piping/plumbing installed etc.), Community Managers help employees to make the best use of the coffee services we provide. They work with employees to select the beans, flavors and guide employees (if needed) to use the machines.
MAJOR RESPONSIBILITIES
People
- Ensure the timely introductions to the people about any new / change equipment
- Ensure people are well known with the usage of any machines/ meeting rooms etc
- Ensure people are welcomed and guided properly when any guests or new joiners
- Ensure people are equipped with the required support / guidance
- Provide support to the space / meeting room management
- Connect with people when required
- Event Management
- Event coordination / arrangement
Front Desk
- Manage the front desk
- Welcome the people and provide required support to the guests
- Call management / Register management
- Access Management
Communication
- Lead the development and implementation of all internal communication strategies in collaboration with client’s leadership with a focus on improving culture and employee engagement.
- Liaison with JLL team, vendor and client on soft service delivery
- Share regular event and celebrations content through client’s internal monitors, blog posts, newsletters and other communication channels.
- Create, manage JLL profile within the client account
- Adopt innovative communication strategies
- Champion monthly meetings with stakeholders to enhance relationships
Vendor Management & Procurement
- Ensure vendors are well-managed, delivering services on time and within budget
- Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as JLL best practice
- Manage/capture all PPM activity within a 52 Maintenance Plan (Tracker)
- Ensure Contract Management Database is up to date at all times
- Supervision and co-ordination of trades for maintenance / minor works for local and interstate ensuring tracking of all jobs
- Supervision of all trades on site
- Provision of quotes and recommendations to client
- Invoice administration related to facilities requests
Site Operations Management
- Implement Industry Best Practice operations
- Assist and monitor to ensure all building procedures and performance measures are maintained at all times
- Ensure all Critical Environment (CEM), if any, requirements are met
- Stock Control, Ordering and maintaining utility areas on all floors in a tidy and fully stocked condition
- Seek ways to reduce costs and improve operational standards
- 24/7 emergency call support and site attendance is required
Reporting and Analytics
- Support the to ensure key client reporting interfaces are effective and accurate
- Support the FM/RAD with identifying and implementing reporting and data efficiencies ensuring all aspects of reporting are being produced efficiently to add value across the account team
- Support in the budgeting and forecasting processes ensuring timely information is easily accessible and usable.
- Support master data set-up in the JLL IT systems e.g. new business unit set up
Finance Management
- Ensure that the site’s financial operations are meeting targets and control requirements, including all SAP/SRM data input including creating Shopping carts (SC’s), Check Requests (CR’s) and Goods Receipt Numbers (GRN’s).
- Assist and monitor financial processes to ensure account payable procedures are followed at all times
- Work within JLL policy and limits of authority (LOA) when requesting works to proceed; or prior to approval of any reactive/quoted activities
Ideal Experience
- 2 years of experience in Event management and organizing
- Good customer handling experience
- Experience in managing registers, space, calls, vendors, food program
- Experience in MS Office and basic computer skills
Other Personal Characteristics
- Demonstrated superior client relationship skills – able to interact and interact face to face with clients
- Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener
- Self-motivated and confident
- Passion for quality – has an eye for detail to make sure the best delivery of services
- Flexible – able to adapt to rapidly changing situations
- Proven ability to initiate and follow through with improvement initiatives
- Able to work independently and be a team player
- Ability to effectively deal with stressful situations
- Exhibits honesty & trustworthiness
- Open to new ideas & willing to challenge status quo
