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Senior Facilities Coordinator

3 weeks ago

Singapore JLL Full time

JLL supports the Whole You, personally and professionally.

Senior Facilities Coordinator
Work Dynamics - Integrated Facilities Coordinator

DUTIES & RESPONSIBILITIES

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

Properly & effectively administer and maintain all services under the Facility Administrator’s responsibility (see following sections for details)

Manage & maintain facility management tasks as assigned.

Ensure appropriate follow up with customers.

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

Provide remote oversight to a Cleanroom (SG), Container Office (SG) and Malaysia Office.

Assist with budgetary requests, analysis and reporting

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 Taiwan Management on facility related projects and updates of the Singapore and Malaysia account on a weekly basis

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

Receive, scan and file invoices

Assist FSC 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 site facility manager 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.

Carpark Management
Co-ordinate with between building management and internal stakeholder to obtain and issue season and condition parking

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, incr