Facilities Coordinator cum Concierge

The Facilities Coordinator cum concierge is responsible for the day-to-day delivery of integrated facilities management services across office and laboratory environments. This role combines technical coordination, vendor management, workplace experience, safety compliance, and administrative support, ensuring efficient operations, high service standards, and a safe, well maintained workplace.

Key Responsibilities

• Facilities Operations & Client Management
• Act as the point of contact for facilities-related requests, complaints, and inquiries
• Manage client and internal (JLL) Purchase Orders (POs), including issuance, tracking,
• and invoicing
• Ensure timely resolution of issues and escalate critical matters to the Facilities Manager
• (FM)
• Maintain strong client relationships and deliver high levels of customer satisfaction
  
  

Vendor & Contract Management

• Manage cleaning vendors and on-site staff to ensure all office and laboratory spaces are
• clean, safe, and well-maintained
• Coordinate pest control services and monitor hygiene standards
• Act as the main liaison for all facilities vendors and contractors
• Obtain competitive quotations, review scope, and support FM in vendor selection and
• approval
• Ensure vendors complete scheduled maintenance and submit monthly service reports
• and documentation
  
  

Maintenance & Technical Coordination

• Provide coordination and basic technical oversight for:
• ACMV systems
• Chillers
• Electrical systems
• Laboratory facilities and infrastructure
• Manage reactive, corrective, and ad-hoc maintenance works
• Review and vet quotations before submission for FM approval
• Track work completion, ensuring timely closure and quality standards
  
  

Preventive Maintenance (PPM)

• Develop and maintain a 52-week Planned Preventive Maintenance (PPM) schedule
• Coordinate closely with vendors on scheduling and execution
• Monitor maintenance performance and compliance with service standards
  
  

Facility Coordinator/Concierge Job Description

Workplace Experience & Concierge Services

• Act as a concierge/front-of-house representative within the client office
• Cover reception duties, including:
• Issuing access cards and visitor passes
• Handling calls, couriers, and guest management
• Support event coordination, meeting setup, and workplace experience initiatives
• Manage conference room bookings and ensure meeting spaces are fully prepared
  
  

Space & Office Administration

• Coordinate small-scale office moves, seating arrangements, and minor fit-out/modification
• works
• Manage office supplies, pantry consumables, and inventory control
• Handle season parking applications and building communications/circulars
• Maintain a well-organized filing and documentation system for all FM records
• Inspections, Compliance & Safety
• Conduct daily inspections of office and laboratory areas to ensure operational
• Readiness
• Complete daily, weekly, and bi-monthly FM checklists
• Support workplace health & safety initiatives and ensure compliance with policies and
• regulations
• Assist in organizing and coordinating fire drills and emergency preparedness exercises
• Support and coordination of first aiders and emergency response team members
• Ensure proper documentation of safety procedures, incident reports, and compliance records
  
  

Building Shutdown & Critical Operations Support

• Support annual building shutdown planning and execution, including preparation of
• documentation and checklists
• Assist in developing method statements, procedures, and shutdown scripts for critical
• systems
• Coordinate closely with vendors, stakeholders, and FM during shutdown activities
• Provide onsite support during shutdown periods, ensuring works are executed safely,
• efficiently, and according to plan
• Track completion, validate works, and ensure proper documentation and reporting post shutdown