Facilities Coordinator
Work Dynamics - Integrated Facilities Management
What this job involves:
Providing on-site support
You will be the upper facilities management’s trusted right hand on all facilities-related activities. You’ will do this by performing routine site inspections to ensure all building processes and best practices are implemented and maintained across AMEA.
Where can processes be improved? How can we save costs? These are questions that will be at the forefront of the team’s thinking. You, too, will always have an eye on this, contributing suggestions as they arise.
You’ll also lend the team a big hand by providing admin support including front desk duties, basic housekeeping and appointment coordination. Also, part of your job scope is to hit key performance indicators and meet service level agreements.
Major Responsibilities
Client/Stakeholder Management
- Provide superior customer service to meet on-site client’s expectations.
- FC will self-perform regular reporting like daily/weekly/monthly reporting to ensure smooth operations with no impact to business.
Procurement & Vendor Management
- Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works).
- Assist in the procurement of vendors and services as required.
Finance Management
- Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
- Ensure prompt and accurate management of purchase orders in JDE.
- Assist with budget planning.
- Work with team members to identify and respond to any financial or budgeting related issues .
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.
Site Operations Management
- Assist in the implementation of Industry Best Practice operations.
- Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times.
- Seek ways to constantly reduce costs and improve operational standards.
- Maintain premises in neat and good working condition at all times.
- Maintain duplicate office keys in good order.
- Assist with receptionist coverage from time to time.
- Provide support for meeting room bookings where required.
- Assist with coordinating and scheduling maintenance activities across 52 weeks.
- Receive emergency alerts from site and escalate to FM and Technical support.
- Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed.
- Assist with receiving and dispatching of work requests to Technical support, vendors or other services providers.
- Escalate problems associated with all Engineering Services to Technical support.
- Coordination and scheduling of cleaning, pest control, landscaping in a timely manner.
Risk Management
- Assist in the implementation and management of property risk management program.
- Support the implementation and monitoring of disaster recovering and business continuity plans.
- Follow established escalation procedures and incident reporting procedures.
- Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.
Event Management
- The FC will self-perform or manage a direct sub-contractor for the operation of the Event Management services. The scope will include internal and external events like Client meeting, Offsite townhalls etc. Service Provider will manage and operate meeting rooms, function rooms, convention facilities and other facilities at client premises for use by employees, clients and other visitors, as required by client.
- The scope will include hiring of an external agency, logistics etc. Service Provider will need to take 3 quotes from client registered vendors and share for approval with client. The service provider will follow the procurement process and take necessary budgetary approvals from client and raise purchase orders accordingly.
Incident Management
The Incident Management Plan is designed to maximize human survival and preservation of property; minimize danger; restore normal operations of facility services; and assure responsive communications with the team and client Leadership. This Plan is set in operation whenever a natural or induced crisis affecting the facility that cannot be handled by established measures. A crisis may be sudden and unforeseen, or there may be varying periods of warning. This Plan is intended to be sufficiently flexible to accommodate contingencies of all types, magnitudes, and duration.
The incidents are divided into two categories – Major and Minor and both need to be dealt with equal retrospect.
- A more rapid response to all incidents,
- A more systematic and routine approach,
- A system for evaluating all incidents with the goal of categorizing major and minor incidents, providing improved plans to protect lives and property as well as reduce exposure to vicarious liability.
Incident Management includes:
- The identification and diagnosis of incidents through event management, technical identification, and or the user reported
- Resolving all incidents as quickly as possible
- Identifying incidents and groups of incidents that require further analysis in the problem management process to eliminate them or to reduce their resolution times
Passion for service
Do you have a prior experience in facilities, property management, hospitality or other related fields? Do you have an understanding of local occupational health and safety requirements, critical facilities and vendor management? Are you knowledgeable in various property systems? You are what we’re looking for!
Team player
JLL’s unmatched excellence is only made possible by team work—a core value we want you to possess. As the facilities coordinator AMEA we expect you to support the team and work well with others toward achieving targets. Likewise, you must have a proven track record of flawless project execution, all while following company standards and procedures. Ensuring that the team practices our ‘I am JLL’ core behaviours is also under your mandate.
Client focused enthusiast
It is important that you can easily interact with the general client staff and vendors to deliver efficient services. We’ll also count on you to address conflicts and conflicting priorities effectively. Likewise, you must be an excellent and resilient communicator who faces customers with a smile at all times, even when times get rough occasionally.
