Facilities Coordinator

POSITION GOALS

The Facilities Coordinator serves as a key operational team member responsible for delivering exceptional day-to-day facilities services while supporting workplace experience initiatives across the client's campus. This role combines hands-on facilities management with employee engagement activities to ensure seamless operations, cost-effective service delivery, and positive workplace experiences that enhance the client's creative environment.

Duties And Responsibilities

Service Delivery

• Provide general overall facility management services including continuous monitoring of office/facility operations
• Conduct morning checks on facilities and workplace technology platforms to ensure optimal performance
• Act as interface with clients, visitors, and guests while delivering authentic workplace experiences
• Serve as point of contact for building landlord on operational and lease management matters
• Assist client with tactical planning for facilities team goals and objectives aligned with Future of Work methodology
• Manage & maintain facility management tasks as assigned with focus on continuous improvement and operational excellence
• Ensure appropriate follow-up with customers and seek to continuously improve processes, systems and overall client satisfaction
• Support workplace experience initiatives and community engagement programs across campus sites
  
  

Workplace Experience Support

• Assist with workplace experience initiatives that enhance employee satisfaction and engagement
• Coordinate meeting room setups, event preparations, and special workplace activities
• Manage amenity services including kitchen facilities, break areas, and employee comfort zones
• Support employee onboarding experiences through workspace preparation and orientation assistance
• Maintain common areas to ensure they reflect the client's creative culture and professional standards
• Gather employee feedback on facilities services and experience improvements
  
  

Employee Engagement & Communication

• Provide friendly, professional customer service to all client employees and visitors
• Communicate facilities updates, maintenance schedules, and service information to affected employees
• Participate in workplace experience surveys and contribute ideas for service improvements
• Support employee events and activities through facilities setup and coordination
• Maintain positive relationships with employees across all client departments and teams
• Act as liaison between facilities team and employees for routine service matters
  
  

Finance

• Execute all required financial work to deliver facility services to client's facility
• Administer client's purchase system for facility-related expenses, if required
• Assist with registering new third-party vendors in JDE system according to JLL policy and procedures
• Create Purchase Order (PO) requests on behalf of facility management team for both JDE and client systems
• Goods Receipt (GR) the PO after confirmation of PO requester
• Assist with financial matters to ensure all processes are completed in timely manner
• Assist local finance teams to ensure financial matters are closed promptly
• Maintain trackers to ensure responsible financial processes and proper payment documentation
• Escalate potential risks of late payment or financial matters that could impact facility operations to Campus Workplace Manager immediately
  
  

Meeting Room Management (Supporting Workplace Team)

• Ensure meeting room presentation is clean and tidy at all times
• Assist local business with meeting room bookings and operations of audio-visual equipment
• Collaborate with workplace team to manage back-of-house scope and space optimization through data analytics
• Support conference room conflict resolution via EMS/Book-It systems
• Demonstrate responsiveness and creativity in finding solutions for service delivery and client satisfaction
• Read and understand applicable Service Level Agreements and help achieve Key Performance Indicators
  
  

Engineering Support

• Coordinate & manage HVAC, Fire Protection & Security Equipment, Mechanical and Electrical maintenance and repair services
• Implement preventive and planned maintenance programs to minimize costs and equipment failure risks
• Manage services from third-party service partners/vendors with focus on quality delivery
• Support digitalization initiatives through automation, sensors, and touchless technology implementation
• Ensure technology platforms work as intended and analytics are conducted for proactive responses
  
  

Client/Stakeholder Management

• Manage key client team representatives effectively to ensure expected service levels are achieved
• Build strong working relationships with client representatives and promote JLL's workplace solutions
• Coordinate with stakeholders to ensure smooth delivery of programs and procedures
• Conduct physical checks and complete occupancy data based on client requirements
• Support client engagement strategies and feedback initiatives
• Champion regular stakeholder meetings to enhance relationships
  
  

Procurement & Vendor Management

• Review maintenance/service practices of M&E contractors to deliver quality work aligned with manufacturer recommendations
• Plan and manage budgets for engineering & operational contracts
• Manage vendor contracts for technical services with focus on cost optimization
• Support account cost savings targets to contribute to significant operational savings
• Ensure vendor performance meets workplace experience standards
  
  

Site Operations

• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and building works
• Provide emergency call support and site attendance as required
• Manage M&E scope of projects to ensure quality deliverables within stipulated time
• Develop and implement innovation programs that reduce utility costs and increase productivity
• Achieve continuous optimization of processes, tools and documentation
• Meet key performance indicators and service level agreement targets
• Support minor projects and office churn activities
  
  

Events Management (Support Workplace Team)

• Coordinate and set up spaces for celebration of events and workplace experience programs
• Assist in liaising with event catering vendors when needed
• Collaborate with workplace team to achieve successful events that drive employee engagement
• Support regional initiatives including wellness programs, community engagement, and sustainability events
  
  

Health & Safety Management

• Conduct regular audits to ensure safety procedures are in place and working effectively
• Assist in carrying out safety procedures when needed
• Support implementation and management of facility risk management programs
• Support implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation procedures and incident reporting procedures
  
  

KEY PERFORMANCE MEASURES

• Uninterrupted site operations
• Client satisfaction and workplace experience metrics
• Continuously improving service delivery
• Achievement of cost savings targets
• Compliance with safety and regulatory requirements
  
  

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

• Sound interpersonal skills to manage diverse range of service providers and client representatives
• Excellent written and oral communication skills with ability to support internal communication strategies
• Demonstrated ability to manage multiple and complex operational matters daily
• Working knowledge of EHS and BCA regulations
• Proven capacity to understand and interpret commercial contracts
• Capacity to deal with ambiguity and address complex problems
• Core technical, engineering or building management skills
• Sound computer skills in Microsoft Office and workplace management systems
• Understanding of workplace technology and digital transformation initiatives
  
  

Required Qualifications, Skills & Experience

• Diploma or equivalent qualification in Facilities Management, Engineering, or related field
• Strong administration and organization ability with office space planning experience
• Possess initiative and professionalism with ability to multi-task, organize and prioritize work
• Team player able to work independently while supporting collaborative workplace environment
• Experience dealing with both internal and external customers and managing client expectations
• Strong communication and interpersonal skills with ability to build rapport quickly
• Good presentation skills with ability to lead meetings and presentations to clients/stakeholders
• Sound computer skills in Microsoft Office software and workplace management platforms
• Understanding of workplace experience principles and human-centered design preferred
• Knowledge of sustainability practices and digitalization initiatives advantageous