Facilities Coordinator

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Work Dynamics - Integrated Facilities Management

DUTIES AND RESPONSIBILITIES

1. Provide general overall facility management services including continuous monitoring of office/facility.
2. Conduct morning checks on the facilities in the office.
3. Act as an interface with client, visitors and guests.
4. Being the point of contact for building landlord.
5. Assist Client with tactical planning for the facilities team’s goals and objectives.
6. Manage & maintain facility management tasks as assigned.
7. Ensure appropriate follow-up with customers.
8. Seek to continuously improve processes, systems and overall client satisfaction.
9. Assist with researching, analyzing and reporting budget variances.
10. Work with team members to identify and respond to any financial or budgeting related issues.
11. Help support facility specific cost savings targets to contribute to the account achieving significant savings.
12. Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
13. Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits.
14. Reporting to Regional Team on facility related projects and updates as and when required.

Finance

1. Execute all required financial related work to deliver facility services to Client’s facility.
2. Be administrator for Client’s purchase system for Facility related, if required.
3. Assist with registering new Third Party Vendors in JDE system according to JLL policy and procedures.
4. Create Purchase Order (PO) requests on behalf of the facility management team for both JDE and Client System.
5. Goods Receipt (GR) the PO after confirmation of PO requester.
6. Email scanned invoices to JLL’s Financial Service Center (FSC).
7. Assist with any other financial related matters to ensure that all financial processes are completed in a timely manner.
8. Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner.
9. Maintain tracker to ensure of all responsible financial processes to ensure that all payments are properly documented and completed in a timely manner.
10. 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

1. Ensure meeting room(s) presentation is clean and tidy at all times.
2. Assist the local business with meeting room bookings and operations of audio visual equipment where required.
3. Demonstrate responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.
4. Read and understand the applicable Service Level Agreements, helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
5. 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

1. Manage the key client team representatives effectively to ensure that expected service levels are achieved.
2. 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.
3. Coordinate with stakeholders to ensure smooth delivery of programs and procedures.
4. Require to physically check and complete the occupancy data based on client requirement with provided templates.
5. Review the maintenance/service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools & documentation.
6. Plan and manage budgets for Engineering & Operational contracts.
7. Manage contract on vendors for technical services.
8. 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

1. Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and buildings works pertaining to the facility.
2. Emergency call support and site attendance as required.
3. Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time.
4. Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings.
5. Continuous optimisation of processes, tools and documentation.
6. Achieve key performance indicators and service level agreement target.
7. Attending to ad-hoc guests at the visitor waiting area.
8. Ordering and tracking of first aid supplies, office supplies and pantry supplies for office.
9. Collection of mail from the letterbox and distribute to relevant department mailbox.
10. Space planning and occupancy reporting to CRE on a quarterly basis through physical counting of occupancy.
11. Manage and program the registering and issuing of badge access and handle any badge related issues for users and visitors on a daily basis.
12. Manage ad-hoc projects such as procurement for employees’ benefits (T-shirts, food, etc).

Events Management

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

Health & Safety Management

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

Required Qualifications, Skills & Experience

1. Diploma or equivalent qualification in Facilities Management.
2. Strong administration and organisation ability with office space planning.
3. Possess initiative and professionalism with the ability to multi-task, organise and prioritise work.
4. A team player who is able to work independently.
5. Experience dealing with both internal and external customers and managing client expectations.
6. Strong communication and interpersonal skills with the ability to build rapport quickly.
7. Working knowledge of EHS and BCA Regulations.
8. Good presentation skills with the ability to lead meeting and presentation to client/stakeholder.
9. Sound computer skills in Microsoft Office software.

Location: On-site – Singapore

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 know you and what you bring to the table!