Facilities Coordinator - Safe Permit & Operations
Work Dynamics - Integrated Facilities Management
Location: Mapletree Business City (Pasir Panjang)
Client: Leading Global Technology company
DUTIES & RESPONSIBILITIES
The FC must be able to offer assistance to all staff at this site. The expression “Going above and beyond” is a normal operating standard for this position. The FC will perform any other tasks that may be assigned to them which is related but not exclusive to customer service, hospitality and experience, finance and admin, project coordination, the broad spectrum of facilities & building management and operations (hard and soft services, transport and waste management, etc), space planning, event management and any others that may fall within the scope mentioned.
Create and provide memorable and exceptional experience for all clients, internal and external, in the client office:
- Ensure messaging is consistent and in line with directions given by the Supervisor.
- Respond to client inquiries and concerns promptly and with courtesy and enthusiasm.
- Build relationships by engaging clients in authentic, personable conversations.
- Create WOW experiences by anticipating client needs and seizing the moment; acting on them before being requested.
- Provide a positive environment where things get done.
- Take ownership of customer issues and proactively seek to resolve them quickly.
- Provide end to end service; take responsibility and accountability.
Provide exceptional communication to clients:
- Communicate effectively and correctly.
- Respond, follow up and close – both via email and in person in a timely manner.
- Maintain current/up to date knowledge of the building and office procedures and client/guest-related information including, but not limited to:
- Information about the history of the office location, and the office design concept.
- Information on the facilities of the building, in the office, and of the general area.
Vendor Management
Emergency response procedure and incident reporting.
Safe Permit
- Manage the Safe Permit Portal: - Oversee and maintain the Safe Permit portal, ensuring smooth operations and user accessibility.
- Manage end-to-end Safe Permit Submission - Review submitted permit
- Handle the registration process for vendors
- Conduct Training:- Provide training sessions to external vendors and other stakeholders on Safe Permit procedures and protocols.
- Compliance: - Ensure adherence to Safe Permit protocols and EHS (Environmental, Health, and Safety) regulations.
- Familiar with risk assessment and method statements.
Patrol and check the office for cleanliness issues, safety (and security) hazards and document any irregularities:
- Be the eyes and ears of the EHSS and soft services/hard services/ operations team. Maintain the general presentation of the office by appropriately notifying departments/owners responsible for the maintenance, or to self-perform the remedy immediately, regardless whether it is a temporary or permanent solution, and where it is possible to do so without compromising on safety and standards.
- Report infractions immediately and according to procedure.
- Report and log data on unusual occurrences such as property damage, injuries, theft, etc and create detailed incident reports in a timely manner:
- Gather information in accordance with procedure and prepare incident reports within KPI or policy guidelines and free from errors.
- Provide back-up support and cover to absent team members. Provide emergency on-site attendance as needed:
- Carry out tasks relating to customer service, hospitality and experience, administration, the broad spectrum of facilities & building management and operations (hard and soft services, and waste management, etc), event management and any others that may fall within the scope mentioned.
Critical Competencies for Success:
Client Focus & Relationship Management:
- Demonstrates proactive and professional approach to customer service and stakeholder engagement
- Able to interact with a wide range of client staff, including senior levels and support staff
- Able to manage conflict and balance between client and JLL requirements
- Has a customer service oriented attitude
Leadership, Collaboration and Team Worker:
- Able to effectively lead a group of people to meet objectives, and promote open, constructive and collaborative relationships at all levels
- Able to work collaboratively and be part of a team working towards meeting deliverables
Project Management & Organizational Skills:
- Excellent planning & organizational skills, ability to prioritize work and meet tight deadlines
- Proven ability to manage multiple operational matters on a daily basis
- Providing onsite support:
- You will be the upper facilities management’s trusted right hand on all facilities-related activities.
- Perform routine site inspections to ensure all building processes and best practices are implemented and maintained.
Problem Solving & Strategic Thinking:
- Capacity to deal with ambiguity and solve problems effectively
- Analytical
- Able to employ holistic approaches and looks at long term solutions
Other Personal Characteristics:
- Strong communicator
- Good presentation skills and possesses strong verbal & written communication skills (English & local language).
- Skilled at using positive language
- An active listener
- Passion for quality
- Has an eye for detail to make sure the best delivery of services
- Self-motivated
- Confident and energetic
