Senior Facilities Coordinator

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
• Email scanned invoices to JLL’s Financial Service Center (FSC)
• 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 Account 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.
• 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

Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working.
• Assist in carrying out safety procedures when needed
• Assist in the implementation and management of the facility risk management program
• Support the implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation procedures and incident reporting procedures.
• Consolidation of mandatory quality management documentation requirements for existing ISO certifications possessed by our client

Monthly processing of invoice for vendors

• Uninterrupted site operations
• Client Satisfaction
• Continuously improving service