Facilities Coordinator at Jones Lang LaSalle Incorporated - JLL

Role Purpose

• The Facilities Coordinator will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk.
• The Facilities Coordinator is also required to provide administrative support to the team.

Responsibilities
Client/Stakeholder Management:

• Provide superior customer service to meet on-site client’s expectations

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

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
• Provide support for regular reporting packages

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 JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets

Requirements

• Prior experience in facilities, property management, hospitality or related field (preferred)
• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
• The ability to effectively deal with stressful situations
• The ability to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)

Critical Competencies for Success:
Firm First mind-set:

• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm’s procedures and standards

Client Focus & Relationship Management:

• Demonstrate and ensure to instil a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• Has a customer-oriented attitude

Project Management & Organizational Skills:

• Proven ability to manage multiple and complex operational matters on a daily basis
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner