Senior Facilities Coordinator

**Senior Facilities Coordinator**

**Work Dynamics - Integrated Facilities Management**

**DUTIES AND RESPONSIBILITIES**
- 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
- Manage & maintain facility management tasks as assigned.
- Ensure appropriate follow-up with customers.
- Seek to continuously improve processes, systems and overall client satisfaction.
- 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 Regional Team on facility related projects and updates as and when required.

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
- Assist 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 ASEAN Lead as soon as you become aware

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, increase productivity and savings
- Continuous optimisation of processes, tools and documentation
- Achieve key performance indicators and service level agreement target
- Attending to ad-hoc guest at the visitor waiting area
- Ordering and tracking of first aid supplies, office supplies and pantry supplies for office
- Collection of mail from the letterbox and distribute to relevant department mailbox
- Space planning and occupancy reporting to CRE on a quarterly basis through physical counting of occupancy.
- Manage and program the registering and issuing of badge access and handle any badge related issues for users and visitors on a daily basis
- Manage ad-hoc projects such as procurement for employees’ benefits (T-shirts, food, etc)

Events Management
- Setting up of space for the celebration of events including moving of light furniture
- Ordering of festive decorations including engagement with landscaping vendors for festive plants
- Planning of celebrations for festive holidays and monthly birthday celebrations
- Assist in liaising the event catering vendor and process through petty cash procedures when required

**EMPLOYEE SPECIFICATIONS**

**KEY COMPETENCIES**:

- Sound interpersonal skills to manage diverse range of service providers and Client representatives
- Sound written and oral communication skills
- Demonstrated ability to manage multiple and