Facilities Coordinator
Work Dynamics - Integrated Facilities Management
Duties & Responsibilities:
- Assist with general activities and perform duties as assigned by Facilities Management (Soft/Hard Services).
- Provide support to the onsite JLL FM team.
- Conduct site walks at least twice daily.
- Support preventive maintenance tasks.
- Assist the event team with facility-specific needs, including setup and breakdown for in-house events.
- Supervise the onsite housekeeping team.
- Liaise with building management for the submission of Risk Assessments (RA), Permits to Work (PTW), and Safe Work Method Statements (SWMS).
- Collaborate closely with the Health & Safety team.
- Manage vendor relationships and coordinate scheduled maintenance and project work (Soft/Hard Services).
- Operate and manage the Corrigo System, tracking open and closed work orders:
PPM work orders (Soft Services)
Facility request work orders - Manage and maintain assigned facility tasks.
- Continuously seek to improve processes, systems, and overall client satisfaction.
- Address complaints and complete incident reports, if required.
- Ensure appropriate follow-up with users.
- Oversee and manage:
Housekeeping team (onsite and backfill) - Provide knowledge and support as needed for:
Front of House (FOH) Services
Copier and Mail Services - Support the JDE & Coupa systems by creating Purchase Order (PO) requests on behalf of the facility management team.
- Maintain a financial tracker to ensure all payments are properly documented and completed in a timely manner.
- Flexible hours to support work over weekends or after office hours
Requirements:
- Relevant certifications or training courses in facilities management are preferred.
- At least 5 years of experience in facilities management, operations, or related fields, including building maintenance, HVAC, security, or project management.
- Strong verbal and written communication skills for effective interaction with various stakeholders, including vendors, contractors, and internal teams.
- Highly organized with the ability to manage multiple projects simultaneously, including developing and implementing maintenance schedules, managing budgets, and overseeing contractors and vendors.
- Strong problem-solving and analytical skills to make informed decisions related to facility management.
- Strong interpersonal skills, able to work collaboratively with other departments and stakeholders, and effectively manage vendor and contractor relationships.
- Ability to perform physical tasks as required, such as lifting heavy objects or performing maintenance tasks.
