Facilities Coordinator

DUTIES AND RESPONSIBILITIES

Service Delivery

Provide general overall facility management services including continuous monitoring of office/facility

• Conduct morning checks on the facilities in the office

• Act as an interface with client, visitors and guests

• Being the point of contact for building landlord

• Assist Client with tactical planning for the facilities team's goals and objectives

• Manage & maintain facility management tasks as assigned.

• Ensure appropriate follow-up with customers.

• Seek to continuously improve processes, systems and overall client satisfaction.

• Assist with researching, analyzing and reporting budget variances

• Work with team members to identify and respond to any financial or budgeting related issues

• Help support facility specific cost savings targets to contribute to the account achieving significant savings

• Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.

• Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits

• Reporting to Regional Team on facility related projects and updates as and when required.

Finance

• Execute all required financial related work to deliver facility services to Client's facility

• Be administrator for Client's purchase system for Facility related, 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 the facility management team for both JDE and Client System

• Goods Receipt (GR) the PO after confirmation of PO requester

• Email scanned invoices to JLL's Financial Service Center (FSC)

• Assist with any other financial related matters to ensure that all financial process are completed in a timely manner

• Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner

• Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner

• Escalate any potential risk of late payment or other financial matter that could impact facility operations to Account Lead as soon as you become aware

Meeting Room Support

• Ensure meeting room(s) presentation is clean and tidy at all times

• Assist the local business with meeting room bookings and operations of audio visual equipment where required

• Demonstrate responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.

• Read and understand the applicable Service Level Agreements, helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.

Engineering Support

Coordinate & Manage HVAC, Fire Protection & Security Equipment, Mechanical and Electrical Maintenance and repair services with building/property maintenance management comprises of the managing of service from third-party service partner/vendors.

Client/Stakeholder Management

• Manage the key client team representatives effectively to ensure that expected service levels are achieved

• Build strong working relationships with key client representatives and promote company's engineering platform and provide a key linkage between the wider organisation and the client representative and account team

• Coordinate with stakeholders to ensure smooth delivery of programs and procedures

• Require to physically check and complete the occupancy data based on client requirement with provide templates

Procurement & Vendor Management

• Review the maintenance/service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools & documentations

• Plan and manage budgets for Engineering & Operational contracts

• Manage contract on vendors for technical services

• Require to coordinate the arrangement of procuring of gown and food items for trainings at cleanroom and arrange for delivery to end-users department.

Site Operations

• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and buildings works pertaining to the facility

• Emergency call support and site attendance as required

• Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time

• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings

• Continuous optimisation of processes, tools and documentation

• Achieve key performance indicators and service level agreement target

• Attending to ad-hoc guest at the visitor waiting area

• Ordering and tracking of first aid supplies, office supplies and pantry supplies for office

• Inspecting the lockers and any defect on site.

• Ensure escorting the vendors to ensure security compliance in office.

• Manage ad-hoc projects such as procurement for employees benefits (T-shirts, food, etc)

Events Management

• Support in setting up of space for the celebration of events including moving of light furniture

• Ordering of festive decorations including engagement with landscaping vendors for festive plants

• Support in planning of celebrations for festive holidays and monthly birthday celebrations

• Assist in liaising the event catering vendor and process through petty cash procedures when required

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

• Assist in the implementation and management of the facility risk management program

• Support the implementation and monitoring of disaster recovery and business continuity plans

• Follow established escalation procedures and incident reporting procedures.

• Consolidation of mandatory quality management documentation requirements for existing ISO certifications possessed by our client

• Monthly processing of invoice for vendors

KEY PERFORMANCE MEASURES

• Uninterrupted site operations

• Client Satisfaction

• Continuously improving service

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

• Sound interpersonal skills to manage diverse range of service providers and Client representatives

• Sound written and oral communication skills, best in hospitality background

• Demonstrated ability to manage multiple and complex operational matters on a daily basis

• Capacity to deal with ambiguity and address complex problems

• Core technical, engineering or building management skills

• Sound computer skills in Microsoft Office

LEADERSHIP

• Represent JLL by behaving consistently with cultural and company requirements.

• Provide services to the account's cultural and company requirements.

• Work towards objectives unsupervised.

• Be willing to assist & mentor colleagues.

PERSONAL EFFECTIVENESS

• Provide an effective contribution to the team's delivery.

• Contributes via regular feedback, to the overall performance of the delivery team.

• Works towards individual targets, monitor and manages individual performance.

DECISION MAKING

• Be able to make difficult decisions and resolve problems or improve operations.

• Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle

RELATIONSHIP BUILDING

• Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.

• Gains respects of superiors, subordinates, peers and clients.

COMMUNICATION

• Listens effectively and communicate through actions and example. Has strong written and oral communication skills.

• Regular reporting of the work accomplished and upcoming work

Required Qualifications, Skills & Experience

• Good to have Diploma in relevant field

• Possess initiative and professionalism with the ability to multi task, organise and prioritise work,

• A team player who is able to work independently

• Experience dealing with both internal and external customers and managing client expectations

• Strong communication and interpersonal skills with the ability to build rapport quickly

• Good presentation skill with the ability to lead meeting and presentation to client / stalk holder.

• Sound computer skills in Microsoft Office software