Workplace Coordinator

Workplace Coordinator

Work Dynamics - Integrated Facilities Management

Procurement and Vendor Management:

• Benchmark services with daily, monthly and periodic reviews/audits;
• Administrative with regards to reports/finance/document submission;
• Co-ordinate and monitor the contractor management program.

Facilities Operations:

• Ensure building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems. Account consistency will be of importance;
• Support the Preventive and Planned Maintenance program to minimize maintenance, repair and replacement costs together with minimizing the risk of failure for both Soft & Hard Services;
• Closely monitors Operations Procedures to ensure service standards are maintained;
• Monitor site policies & procedures on IFM related matter and ensure adherence;
• Implement, comply with and audit all internal management systems, for quality assurance;
• Assist with the coordination of MIMO and other relocations activities;
• Support Financial Management requirements in a timely and accurate manner;
• Manage and track office inventory including office supplies, pantry supplies, cleaning supplies, and restroom consumable supplies and report to AFM/PFM with any issues;
• Provide support for meetings and conference room reservations as needed and directed;
• Assist with the coordination and scheduling of maintenance activities.

Communication and Relationship Coordination:

• Deliver meaningful inputs across in the development of the monthly management reports;
• Ensure appropriate and timely follow ups with customers.

Training:

• Support the AFM/FM to ensure the team is well trained on all facilities policies, procedures and systems;
• Assign buddies for new team members to ensure teamwork, consistency & rationalization of the team.

Core Competencies:

• Critical competencies for success include:
• Expertise in property management and demonstrated capacity to work in a complex environment along with the management of remote sites;
• Expertise in Facilities Management, local occupational health and safety requirements, vendor management for specialized services;
• Ability to understand and interpret commercial contracts;
• Strong budget management and financial analysis skills;
• Planning and organisation skills with ability to prioritize work and meet tight deadlines;
• Ability to manage multiple and complex operational matters on a daily basis;
• Analytical and demonstrate the capacity to deal with ambiguity;
• Effectively provide long term solutions to complex problems by employing quantitative and holistic approaches;
• Strong presentation, verbal and written communication skills (English & local language), and are an active listener;
• Proactive & professional approach to customer service and stakeholder engagement;
• Ability to interact with a wide range of client staff, including senior levels, as well as managing conflict and balance between client and firm requirements;
• Leadership expertise with ability to provide good training and promote open, constructive and collaborative relationships at all levels;
• Effectively able to deal with stressful situations and adapt to rapidly changing situations;
• Self-motivated with ability to meet performance targets and follow through with improvement initiatives.

Experience:

• You have bachelor’s degree with a minimum of a 1.5 years’ experience in the IFM Industry.
• Capable:
  You pay strong attention to detail and possess excellent problem-solving skills. You have good work ethic and a positive attitude with a “can do” mind-set and will follow through on issues. You are also a self-starter with the ability to prioritize and meet tight deadlines.
• Team player:
  You are team player who promotes open, constructive and collaborative relations with superiors, subordinates and peers, regularly contributes to team discussions and problem solving/ brainstorming sessions. You are also an effective listener and communicator.
• Initiative:
  You are initiative and self-motivated. You seek innovation and actively source for opportunities to achieve best results.