Facilities Coordinator

About the Company

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Facilities Coordinator + Receptionist

Job Responsibilities

Administrative Function

• Assist Facility Management Team with tactical planning for the team’s goals and objectives
• Provide facility specific assistance to the project management team as needed or requested
• Manage and maintain facility management tasks as assigned
• Coordinate special events in support of client or JLL
• Provide support for meetings and conference room reservations as needed and directed
• Assist with the coordination and scheduling of maintenance activities
• Provide access card based on client procedures
• Manage all the incoming mails and follow client procedures
• Manage and track office inventory including office supplies, pantry supplies, cleaning supplies, and restroom consumable supplies and report to Account Manager with any issues
• Improve processes, systems and overall client satisfaction where necessary
• Supervise team members, including, but not limited to, technician, security officer, and cleaners
• Other duties and tasks assigned by client and Account Manager

Communication and Relationship Coordination

• Provide general overall facility management services including continuous monitoring of office/facility
• Act as an interface with client, visitors and guests
• Ensure appropriate follow up with customers
• 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

Compliance

• Properly and effectively administer and maintain all security systems
• Assist with budgetary requests, analysis and reporting
• Assist with researching, analyzing and reporting budget variances
• Identify and respond to any financial or budgeting related issues
• Monitor and control budget as directed by Account Manager
• Perform operational reports, budget reports, financial systems, and procurements as necessary
• Support requests associated with JLL Management, Operations and Financial audits

Task for FC

• Corrigo system: Open work order and close job, Raise po for purchasing, GR for payment
• Coordinate with sourcing and system administration in part of vendor or the cost of contract and FY PO (vendor’s contract)
• Coordinate with vendor in part of invoice and payment
• GR in the system after goods and service delivered
• Finance system: GR in the system after goods or services delivered, GR P&G’s payment and coordinate with P&G local finance team and regional team
• Coordinate with cost center owner to get the approval and correct PO in case of budget not enough or there’s no line po in the system
• Coordinate with system administration
• JDE system: Send email to get the approval from FM and raise it to JDE regional team to raise PO for purchasing, GR in the system after goods and services delivered
• Coordinate with Phillips local finance team and regional
• Payment management office rental, air condition, electricity, car rental, vendor contract, car parking payment, car parking coupon, withholding tax and the other payment if any
• Staff badge printing
• Coordinate with DHL for DG goods.
• Coordinate with employee for site survey and to be floor ambassador
• Coordinate with regional security team
• Coordinate with vendor: purchasing, preventive maintenance, contract (security, cleaning, mail room, receptionist, car rental etc.)
• Coordinate with BMO (building management) if there will be vendor come to work, buy carparking coupon, car parking in case of there will be car or van park in front of the building or car parking overnight etc.
• Coordinate with regional sourcing team
• Coordinate with regional team for asset check list
• FADO asset list management.
• Car rental management (coordinate with HR, employee, vendor)
• Site walk and ensure all facility in the office are well maintain
• Meeting room checking
• Monitoring handy men, cleaner and staff in our team
• Purchasing medicine, paper, envelope, toilet paper and hand soap cover toilet liquid cleaning and stationery (stationery just some part not for all)
• Coordinate with cisco team in case of meeting room service need some help
• Coordinate with employee each department as requirement.
• Stand by if mail room or receptionist take a leave Other duties and tasks assigned by client and FM

Qualification

• Bachelor's degree in business administration or related field
• Minimum of three (3) years of experience in facilities management in a corporate environment
• Must have basic knowledge of construction, electrical, plumbing, mechanical and HVAC.
• Must have basic understanding of facilities maintenance
• Must have strong interpersonal skills and ability to work in a team environment
• Excellent Customer Service and problem solving skills
• Strong verbal and written communication skills in English
• Must have good computer skills and be able to use Microsoft Office Suite
• After hours “on call” phone rotation required
• Must be flexible to work evenings and weekends on a rotating shift schedule
• Able to work independently with minimal supervision
• Prioritize and manage the completion of projects in an efficient and timely manner
• Ability to quickly learn how to use building systems and any client required software