Senior Facilities Coordinator

JLL supports the Whole You, personally and professionally.

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 COMPETENCIESSound interpersonal skills to manage diverse range of service providers and Client representatives
Sound written and oral communication skills
Demonstrated ability to manage multiple and complex operational matters on a daily basis
Proven capacity to