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.
MIS coordinator - Operations
Integrated Facilities Management – Leading Global Technology company
(India)
Here in India, we manage 20 sites, hosting over 130 people.
Our client’s mission "to organize the world's information and make it universally accessible and useful" has helped it become one of the few companies in the world worth more than one trillion US dollars.
The Asia Pacific region is an important part of our client’s success: occupying 65 offices across 13 countries. JLL helps our client achieve its ambitions by delivering the services and supporting the spaces that enables their business to thrive.
Kick start your career by working a team managing some of the world's most inspiring office spaces. With nearly 10 million square feet of office space across Asia, there is plenty of room to grow!
The JLL account team has developed a unique culture, drawing and adapting from JLL and our client’s way of working and thinking.
What this job involves:
Providing onsite support
Duties & Responsibilities
What this job involves –
• Monitor & ensure on all vendor invoice processed by Executives & for vendors as per SLA timelines
• Monitor & track Facility wise budget, check on variation, communicate to respective facility lead & provide necessary approvals on need basis
• Ensuring that all monthly bills are submitted/processed & reimbursed to the sub contactors within agreed timelines based on agreement after receiving the facility charges from the client.
• Ensure all consolidated Blanket Purchase orders raised & required approvals are obtained on quarterly basis
• Monitor on all purchases against blanket PO & ensure all purchase covered under Purchase order
• Ensure timely submission of Capex requests facility wise along with detailed Business cases. Follow-up on approvals, track on PO & related invoice payments
• Provide timely and accurate management reports location wise to the Hub Lead
• Provide timely and accurate monthly FM meeting reports with analysis to monthly JLLM meeting
• Ensure that all Legal & statutory compliances are met for the client
Monitor and track the energy, water consumption and waste management details from the facilities and coordinate with all internal external stakeholders requiring these details in prescribed formats.
• Quarterly & Yearly budget forecasting in coordination with client finance team for all Facilities
• Monitor & control Head count deployment on all Sub contractors for Pan India facilities & ensure facilities run with in the approved HC
• Coordinate with the Facility Managers on a regular basis to ensure that the objectives of the client are met.
• Work with the team to ensure tenancy expectations are met.
• Manage billing and recovery of costs from appropriate cost centers, and all Budget creation/ tracking.
• Answer management enquiries.
Key Performance Measures:
• Provide invoice processing service in accordance with the requirements of Finance Department.
• Investigate anomalies.
• Establish procedures to ensure only correct amounts are paid.
• Establish Monthly reports on costs and Budgets and their trends.
• Ensure monthly accrual reports submitted on a Pan India Basis.
• A proper monthly cycle should be made in conjunction with accounting process & implement the same
• Provide free and open access to its premises and all books, records and systems necessary to complete internal audits of Service provider’s records and systems.
Service Expectations:
• All bill payments are done on time.
• No pending bills without any valid reason.
• Monthly Accrual compilation.
• Monthly Compliance on Budgets.
• Preparation of Budget forecasting on Qtly / Yearly basis.
Performance objectives
• Meet or exceed best practice in provision of services through contracts.
• Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Account Director.
• Effective management of the team
Key skills
• MIS Executive will have responsibility for the management of a wide range of issues, from strategic Contracts management to input on day-to-day operations.
• MIS Executive will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from Client staff and arrangements pertaining to all operating expenditures.
• Well-groomed and presentable all the time.
• Good communication Skills.
Meeting the clients’ facilities needs-
At JLL, we put client satisfaction at the front and center of everything we do. If you share our values, we will be more than happy to work with you. In this role, you’ll be responsible for working closely with clients and suppliers onsite to identify their facility-related enquiries and requirements such as follows :-
● Ensure messaging is consistent and in line with requests received from the user.
● Respond to user inquiries and concerns promptly and with courtesy and enthusiasm.
● Build relationships by engaging clients in genuine, personable conversations.
● Create WOW experiences by anticipating client needs and seizing the moment; acting on them before being requested-
Your planning and budgeting skills will also be vital to the job, as you’ll take part in the procurement of vendors and services from time to time.
Making everyone safe and risk-free-
Do you value workplace safety? If so, you’ll be a perfect fit for the job. In this role, you will ensure everyone’s health and safety by keeping safe workplace procedures in place and order. You’ll also be expected to carry out these procedures, as needed. At the same time, this role puts you on the first line of defense against risks. As such, you will help implement and manage risk management programs, disaster recovery and business continuity plans. You’ll also be expected to follow escalation and incident reporting procedures and comply with the firm’s guidelines and strategies.
Sound like you? To apply, you need to be a:
Passion for service.
Do you have a prior experience in facilities, property management, hospitality or other related fields? Do you have an understanding of local occupational health and safety requirements, critical facilities and vendor management? Are you knowledgeable in various property systems? You are what we’re looking for!
Team player
JLL’s unmatched excellence is only made possible by team work—a core value we want you to possess. As the Facilities Coordinator, we expect you to support the team and work well with others toward achieving targets. Likewise, you must have a proven track record of flawless project execution, all while following company standards and procedures. Ensuring that the team practices our ‘I am JLL’ core behaviors is also under your mandate.
Client focused enthusiast.
It is important that you can easily interact with the general client staff and vendors to deliver efficient services. We’ll also count on you to address conflicts and conflicting priorities effectively. Likewise, you must be an excellent communicator who always faces customers with a smile , even when times get rough occasionally.
What you can expect from us
At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.
Apply today!
Location:
On-site –Mumbai, MHScheduled Weekly Hours:
48If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
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