Business Support, Facilities Support

Title

Facilities Coordinator

Business Unit

Integrated Facilities Management

Reporting to

Facilities Manager or Area lead

Overall Role

The Facilities Coordinator will lead the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and/or client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

Duties & responsibilities

What this job involves –

Relief Reception Duties

• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails and public inquiries
• Post-conference room schedules, notices, and office communications as needed
• Other duties as assigned by supervisor

Administrative Duties

• Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists
• Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare work stations, provide welcome material and updating appropriate employee databases
• Confirm the receipt of and verify accurate invoicing for deliveries, goods and services
• Assist in monthly reporting as well as QBR’s
• Other duties as assigned by supervisor

Facilities Services

• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintains inventories on all general office supplies, facilities equipment and supplies
• Assist with vendor selection, order special deliveries and coordinate vendor services
• Review and resolve outstanding ticket requests in line with set KPI
• Co-ordinate vendors where required
• Minor project management
• Moves/Adds/Changes
• Manage and implement Preventative Maintenance Program and ensure compliance
• Ensure managed site/risk compliance
• Financial Management of budget and processing of vendor invoices in line with account processes
• 24/7 emergency call support and site attendance is required
• Ensure escalation procedures and incident reporting procedures are implemented and in place

EHS

• Understand and comply with all EHS arrangements or instructions
• Report any failings in EHS arrangements to line manager
• Ensure strict compliance with EHS policies
• Report all incidents within specified timeframes
• Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Where applicable, induct vendors to site specific situations and keep records
• Work closely with Corporate Security on safety and security questions or concerns
• Other duties as assigned by supervisor
• Oversee client Fire Warden/First Aid program

People Management

• Demonstrate and ensure to instill 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
• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within team
• Assist in mentoring and enabling Training & Development of team members

Corrigo System

• Maintenance and support on site WO in Corrigo
• Support Facilities Manager to keep WO in SLA to ensure KPI score

Candidate Specification

Ideal Experience

• Previous facilities experience in a corporate environment
• Strong customer service focus
• Strong PC literacy and proven ability to manage daily activities using various systems, including the internet and email functions Intermediate/Advance Word, Excel, PowerPoint skills
• Financial Management/Budget Experience
• Evidence of problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively

Other Personal Characteristics

• Strong communicator – Good presentation skills and possesses strong verbal & written communication skills, also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of services
• Self-motivated; confident & energetic
• Ability to effectively deal with stressful situations
• Flexible – able to adapt to rapidly changing situations
• Is a team player – able to cooperate and work well with others to meet targets
• Exhibits honesty & trustworthiness
• Open to new ideas & willingness to challenge status quo

KEY STAKEHOLDERS

Client staff

Specialized vendor staff

Regional Facilities Manager

• Good command of verbal and written English

Personal Skills

• Ability to meet tight schedules and deliver high quality of work
• High level of communication and interpersonal skills
• TEM-8 (Test for English Majors, Band 8)