Facilities Coordinator

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

**Facilities Coordinator**

**Integrated Facilities Management**

Service Delivery

**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
- 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

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.

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, 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.
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