Facilities Coordinator

2 weeks ago

Singapore British Council Full time
Facilities Coordinator

Date:12-May-2023

Location:
Singapore, East Asia, SG

Company:
British Council

We support peace and prosperity by building connections, understanding and trust between people in the UK and countries worldwide.

We work directly with individuals to help them gain the skills, confidence and connections to transform their lives and shape a better world in partnership with the UK.

We support them to build networks and explore creative ideas, to learn English, to get a high-quality education and to gain internationally recognised qualifications.

Working with people in over 200 countries and territories, we are on the ground in more than 100 countries. In we reached 650 million people.

Job Title:
Facilities Coordinator

Pay Band: 4 |

Contract Type:
Indefinite | Location: Singapore

Role Purpose:


This role will focus on conducting day to day administrative and operational facilities management services and support the wider facilities management team to ensure that the contracted services are delivered in accordance with all contracted standards & legislation, company policies and procedures.


The role might also include, receptionist duties, parking access, help desk ticket administration for facilities issues, mailing, and any other facility management service provided to the location.

Further responsibilities include client relationship engagement and reporting on a regular basis.

Main accountabilities but not limited to the following:

  • Facilities Management
  • Respond to staff requests for workplace services through the supplier helpdesk and advise staff how to report faults, issues and requests through this system. Deal with requests for FM services where possible, use FM reporting/recording/triage methods/processes and advise staff where to get help/report issues for nonFM services.
  • Support the tracking, tracing, and allocation of all reactive requests from customers through agreed systems to ensure efficient delivery of FM services, effective management of workloads and resolution of requests within agreed SLAs.
  • Support the Facilities Manager in providing proactive operational and tactical management of both hard and soft FM services to the specific British Council sites, prioritizing work, and resolving daytoday operating resource issues to ensure high quality, consistent and efficient services are delivered.
  • Able to collect accurate insights using a range of standard methodologies and across multiple datasets to provide high quality and evidencebased recommendations on procedural improvements and/or highlight resource requirements needed to enhance operational performance, supporting the Facility Manager and the wider FM team.
  • Maintain data and records relating to the FM operations. Provide administrative and secretariat support for meetings and support all document management, filing and administrative duties.
  • Responsible for ensuring building lease obligations are met and service charges are appropriate, through regularly liaison with landlord and property managers.
  • Manage office services account including postal, courier, telecommunication, photocopier, utilities, taxi, office rental and stationery.
  • QHSE
  • Ensure FM services are provided in accordance with the relevant health and safety, fire and security legislation and British Council risk management and environment requirements. Carry out risk assessments, identify hazards and recommend improvement actions to FM management structure.
  • Organize and support the provision of first aid, fire warden and other related arrangements for specific British Council sites.
  • Support the Facilities Management team with the administrative tasks associated with the management of Health & Safety on sites.
  • Ensures the building standards are met by performing frequent visual quality inspections, reporting any issues in breach of QHSE standards and that fall below the required standards. Corrects any defects by steering on site handyman, technicians, receptionists, security guards and local suppliers.
  • Environmental Framework: submit selfassessment form, collect evidence for submission, ERIC data submission, collect and generate data for carbon footprint calculation
  • Investment Planning and FM Projects
  • Support the Site Facility Manager in the relationship with Global Estates Transactions and Capital Projects Team by providing insights at country and site level by providing advice on business decisions and projects with FM related dependencies and implications( refurbishments, new offices, cost savings opportunities, improvements of premises and services provided by landlord).
  • Support the Site Facility Manager in achievement of specified small building project objectives, in relation to
- programme timetable
- budget
- tendering and procurement
- procedural and contractual advice
- project management of the contracted works

  • Projects should be delivered within agreed s

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