Facilities Coordinator

This position is responsible for providing comprehensive support in the effective management and operation of IFM requirements remotely. The Facilities Coordinator coordinates various facility services and activities to ensure the smooth functioning of daily operations.

The role also manages Client service requests, maintains communication with vendors and contractors, and oversees work orders and invoices. This includes managing accurate records and documentation pertaining to facility operations service delivery, including tracking work orders logs and service contracts.

The facilities Coordinator assists with managing budgets, coordinating service delivery, events, and contributes to enhancing Client satisfaction and experience. This role plays a critical part in maintaining client JLL service requests, delivery and providing a positive service experience, remotely.

Roles And Responsibilities

The key responsibilities of this role include:

Administrative Function

Be a point of contact with client and oversee day-to-day facility operations services management requirements offered to the client as per scope
Assist in planning for the client budget goals and objectives.
Provide services support needed or requested and respond Client service requests and complaints
Manage and maintain small IFM services remote tasks as assigned.
Coordinate special events in support of client or JLL.
Provide support for meetings and conference room reservations as needed and directed.
Assist with the coordination of service delivery with Client and Vendors
Track services budgets and expenses
Process invoices and purchase orders for services delivered per scope
Prepare monthly/quarterly service reports and metrics
Manage service contracts and documentation
Coordinate billing and cost allocation for Services delivered
Support budget planning and forecasting activities
Manage incident reporting for soft service-related issues

Vendor & Service Provider Management

Manage contracts with service vendors within the assigned countries in scope
Monitor service level agreements (SLAs) and performance metrics
Conduct regular vendor evaluations and management.
Coordinate vendor scheduling and access requirements
Ensure vendor compliance with insurance and certification requirements

Communication and Relationship Coordination

Provide general overall support remotely including continuous monitoring requirements of services delivered to client.
Act as an interface with client, vendors for smooth operations
Ensure appropriate follow up with Client and vendors to seamless experience for the client
Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption.

Compliance

Properly & effectively administer and maintain all service request within the KPIs.
Assist with budgetary requests, analysis and reporting.
Assist with researching, analysing and reporting budget variances.
Managing AR including client billing and collections
Managing AP including supplier Invoice validation and payments
Working closely with support team for bank reconciliations & other finance tasks
Partnering with various teams/individuals for the smooth P2P (Procurement to Payment) process

Competencies

The ideal candidate should have demonstrated the following competencies:
Superior customer service skills and orientation.
Ability to maintain professionalism always under stressful situations.
Ability to plan and manage work under time constraints.
Ability to multi-task and work without direct supervision.
Possess strong written, verbal and people skills.
Strong organisational skills and collaborative style.
Proficient in the use of the MS Office product suite including Word, Excel, PowerPoint, and Outlook, particularly Excel spreadsheets with the capability of customising administrative reports.
Experienced in finance workflow & systems

Experience And Qualifications

At least 3 years to 4 years of industry experience with facility or property administration, hospitality, or service coordination; with 2-3 years of exposure handling or supporting accounting tasks, or deliverables.
Bachelor or associate degree in facilities management, building, business or other related field or equivalent IFM experience. (or Accounting degree specializing or with experience in the IFM field or industry)

Specialist - Facilities Coordinator