Role And Responsibilities
OVERALL ROLE
The Facilities Coordinator will assist the Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team.
Major Responsibilities
- Client/Stakeholder Management
- Provide superior customer service to meet on-site client's expectations
- 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 pantry and vending machine items 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
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
- Prior experience in facilities, property management, hospitality or related field preferred
- 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
Critical Competencies for Success
- Firm First Mindset
- 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
- Client Focus & Relationship Management
- 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
- Project Management & Organizational Skills
- 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
Other Personal Characteristics
- Problem-solving skills capacity to deal with ambiguity and solve complex problems effectively
- Ability to effectively deal with stressful situations
- Able to work independently
- Self-motivated; confident & energetic
- Flexible able to adapt to rapidly changing situations
- Goal-oriented able to focus on meeting all performance targets
- Strong communicator good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener
- Exhibits honesty & trustworthiness
