Work Dynamics - Integrated Facilities Management (Singapore)
What this job involves:
The
Administrative Coordinator strengthens the sense of community at JLL offices, by helping the workplace team facilitate togetherness, making operating in a JLL office space simple and easy, positively linking people and solutions, whilst undertaking all of this in a receptive, fun, approachable and responsive way.
JLL is currently reshaping our workplace property service delivery and this role plays a key part in supporting the operational team on the account to deliver services that provide leading edge facilities and workplace services that align to JLL's The Future of Work methodology.
This
Administrative Coordinator role supports engagement with stakeholders (internal and external), as well as improvement in facilities management and the delivery of client-centric service excellence to end users.
Key activities the Workplace Ambassador is required to assist with include:
- Client/Stakeholder Support – Provide superior customer service to meet on-site client's expectations
- Procurement & Vendor Support Assist in the management of all contractors on site to ensure they perform to the required standards (- of vendors works)Assist in the procurement of vendors and services as required
- Finance Support – Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
- Health & Safety –Conduct regular audits to ensure safety procedures are being complied with–Assist in carrying out safety procedures when needed
- 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 Coordinate booking of the conference roomsPrepare Conference room areas for meetings.Organize any specific requirements from the clients regarding meetingsCoordinate DCI or customer meals as directed
- Consumables Order Preform the weekly consumables orderReceipt all consumables delivered and store as required.Forward receipts to FM team for records.Ensure adequate consumables available for clients
- General Site Cleanliness Perform inspections on the cleaning onsiteGive direction to the onsite cleaning staff, ensuring Data Halls and service corridors are kept tidy.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.
- Risk Management Assist in the property risk management programParticipate in the disaster recovery and business continuity plans as requiredFollow established escalation procedures and incident reporting proceduresAdhere 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 Administrative Coordinator
Other Personal Characteristics
- Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
- Ability to effectively deal with stressful situations
- Able to work independently
- Self-motivated; confident & energetic
- Flexible – able to adapt to rapidly changing situations
- Goal-oriented – able to focus on meeting all performance targets
- Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener
- Exhibits honesty & trustworthiness
Requirements
- Educational: minimally Diploma or above preferred
- Working Experience: 1 year or more relevant experiences
- Skill Requirement: Proficient in using office software such as PPT and Excel ; Strong service sense , customer friendly, make good judgement independently , Fluent in English with certain business etiquette knowledge and public relation skills
- Basic M&E knowledge is preferred
- Working hours: 8am to 6pm, Monday to Friday
- After office hours as and when required; OT applicable
