Workplace Coordinator

**JLL empowers you to shape a brighter way**.

**Workplace Coordinator**

**Reporting Relationships**

Direct Manager: Assistant Facilities Manager

Responsible for: The Workplace Coordinator will support the Assistant & Post Facilities Manager on the day-to-day client activities for the assigned property/facility. Be on-site as the key point of contact for clients and service partners the role will assume overall responsibility for the site’s coordination with internal IFM team, services partners, the helpdesk to meet daily operational needs with regards to the following [not exhaustive] items:
**Role Summary**

**Procurement and Vendor Management**:

- Benchmark services with daily, monthly and periodic reviews/audits;
- Administrative with regards to reports/finance/document submission;
- Co-ordinate and monitor the contractor management program.

**Facilities Operations**:

- Ensure building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Account consistency will be of importance;
- Support the Preventive and Planned Maintenance program to minimize maintenance, repair and replacement costs together with minimizing the risk of failure for both Soft & Hard Services;
- Closely monitors Operations Procedures to ensure service standards are maintained;
- Monitor site policies & procedures on IFM related matter and ensure adherence;
- Implement, comply with and audit all internal management systems, for quality assurance;
- Assist with the coordination of MIMO and other relocations activities,
- Support Financial Management requirements in a timely and accurate manner;
- Manage and track office inventory including office supplies, pantry supplies, cleaning supplies, and restroom consumable supplies and report to AFM/PFM with any issues
- Provide support for meetings and conference room reservations as needed and directed
- Assist with the coordination and scheduling of maintenance activities

Communication and Relationship Coordination
- Deliver delivers meaningful inputs across in the development of the monthly management reports;
- Ensure appropriate and timely follow ups with customers.
- Adhoc responsibilities assigned by Post/Assistant Facilities Manager

Training:

- Support the AFM/FM to ensure the team is well trained on all facilities policies, procedures and systems.
- Assign buddies for new team members to ensure teamwork, consistency & rationalization of the team

**Core Competencies**

Critical competencies for success include:

- Expertise in property management and demonstrated capacity to work in a complex environment along with the management of remote sites
- Expertise in Facilities Management, local occupational health and safety requirements, vendor management for specialized services
- Ability to understand and interpret commercial contracts
- Strong budget management and financial analysis skills
- Planning and organisation skills with ability to prioritize work and meet tight deadlines
- Ability to manage multiple and complex operational matters on a daily basis
- Analytical and demonstrate the capacity to deal with ambiguity
- Effectively provide long term solutions to complex problems by employing quantitative and holistic approaches
- Strong presentation, verbal and written communication skills (English & local language), and are an active listener
- Proactive & professional approach to customer service and stakeholder engagement
- Ability to interact with a wide range of client staff, including senior levels, as well as managing conflict and balance between client and firm requirements
- Leadership expertise with ability to provide good training and promote open, constructive and collaborative relationships at all levels
- Effectively able to deal with stressful situations and adapt to rapidly changing situations
- Self-motivated with ability to meet performance targets and follow through with improvement initiatives

**Experience**
- You have bachelor’s degree with a minimum of a 1.5 years’ experience in the IFM Industry.
- **Capable**
You pay strong attention to detail and possess excellent problem-solving skills. You have good work ethic and a positive attitude with a “can do” mind-set and will follow through on issues. You are also a self-starter with the ability to prioritize and meet tight deadlines
- **Team player**
You are team player who promotes open, constructive and collaborative relations with superiors, subordinates and peers, regularly contributes to team discussions and problem solving/ brainstorming sessions. You are also an effective listener and communicator
- **Initiative**
You are initiative and self-motivated. You seek innovation and actively source for opportunities to achieve best results.

**Location**:
On-site -Singapore

**Job Tags**:
Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to