Objective:
The Facilities Coordinator main responsibilities are to provide prompt and efficient front desk service and assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services, events management and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team.
Duties and Responsibilities:
- Provide superior customer service to meet on-site client's expectations
Front Desk services
- Ensuring the reception lobby, meeting rooms are clean, tidy, secure and in line with workplace safety requirements
- Greet and guide visitors / clients, informing staffs of their arrival
- Maintain visitors registration record
- Issuance and return of staff/visitor access card
- Handle incoming calls
- Manage meeting room bookings
- Mail management
Events Management
- Manage in-house events, including logistic planning and execution.
- Maintain events record, including budget forecasting.
- Support logistics for external events
Procurement & Vendor Management
- Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors works)
- Assist in the procurement of vendors and services as required
Finance Management
- Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
- Ensure prompt and accurate management of purchase orders in JDE
Health & Safety Management
- Conduct regular audits to ensure safety procedures on site are in place and working
- Assist in carrying out safety procedures when needed
Site Operations Management
- Assist in the implementation of Industry Best Practice operations
- Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
- Seek ways to constantly reduce costs and improve operational standards
- Maintain premises in neat and good working condition at all times
- Maintain duplicate office keys in good order
- Assist with receptionist coverage from time to time
- Provide FM support for meeting room bookings where required
- Coordinate with pantry staff to ensure that pantries are always in stock
Risk Management
- Assist in the implementation and management of property risk management program
- Support the implementation and monitoring of disaster recovering and business continuity plans
- Follow established escalation procedures and incident reporting procedures
- Adhere 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
Required Qualifications and Experience
- At least 2 to 3 years of prior experience in facilities, property management, hospitality or related field preferred
- Minimum diploma in any related discipline
- Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
- Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
- Able to cooperate and work well with others to meet targets
- Support the team effectively as and when needed
- Proven ability to commit to flawless execution while complying with firm's procedures and standards
- Able to interact with the general client staff & vendors with ease
- Ability to manage conflict and conflicting priorities
- Demonstrates ability to work with vendors to deliver efficient services
- Demonstrates proactive & professional approach to customer service
- Has a customer-oriented attitude
- Proven ability to manage multiple and complex operational matters on a daily basis
- Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner
