Facilities Coordinator

该职位来源于猎聘 ESSENTIAL DUTIES AND RESPONSIBILITIES Service Delivery ■ Ensure visitors facilities (meeting rooms, waiting areas) are checked regularly and always appear ready for business. ■ Ensure reception and client facing areas are checked regularly and always appear clean and tidy and free from clutter. ■ Ensure that all stock orders are placed on time and that regular reviews are conducted to ensure timely deliveries and seasonal adjustment to stock level. ■ Ensure that all stock for kitchens is maintained to the agreed level and that orders are checked on arrival. ■ Take deliveries and ensure stock is kept organised either in the store room or kitchen, stationery point. ■ Undertake daily building walkthroughs and support meeting room checks in accordance with local processes. Ensure all walkthroughs are documented and actions highlighted. ■ Ensure cabling and workspace presentation adheres to local codes and CBRE HSE guidelines and codes. ■ Ensure all requests are logged in Jira (helpdesk system) and tickets are closed out and reported within agreed SLA. ■ Ensure all event requests are logged via the email alias and logged through Jira. ■ Maintain break out and kitchen areas when janitorial team is not available. ■ Ensure the stock room is managed and that any issues regarding space are managed and communicated.

■ Liaise with site operations teams on a regular basis, reporting any issues and concerns in a timely manner to the management team. ■ Maintain security and safety standards as required by the Client, ensuring that visitors are escorted, and contractors do not have access to areas without the appropriate authorisation or supervision maintained. ■ Ensure that Line Management is notified of any issues that may impact their business, in particular the key stakeholders. ■ To manage the centralized stationery stores, including printer paper, and to maintain the additional stationery orders & records ■ Liaise with Landlord to ensure overall service to users in the building is maintained.

■ Ensure that room booking requests and room set up changes are understood and that the rooms are delivered in the correct presentation state and at the time requested. ■ Notify the client of any room booking clashes and or setup issues in client/guest facing areas.

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Undertake daily/weekly cleaning quality checks and highlight any non-compliance to the service provider. Ensure all quality checks are documented. ■ Apply, execute and maintain function related quality issues with vendors. ■ Ensure coordination of site inductions for CBRE vendors and that local security are always informed in advance of any visits. ■ Maintain a safe and tidy workplace and report all unsafe acts/ conditions accordingly.

■ Follow all

Health & Safety and Environmental requirements that are defined on work instructions or communicated in training. ■ Follow required emergency prevention and operational controls. ■ Report all accidents, occupational illnesses and emergencies. ■ Carry out formal monthly workplace inspections and resolve issues raised. ■ Carry out small numbers of desk changes and reconfigurations. ■ Build a good working relationship with the Landlords team where applicable.

■ Periodically review access to secure areas, storerooms with the Client’s security.

■ Ensure signage and notice boards are always kept neat and tidy and that any new signs or reprints adhere to the Client’s standard fonts and dimensions. ■ Ensure any purchasing is closely monitored and all requests are approved by management ■ In addition to the above-mentioned tasks, other activities and responsibilities may be individually defined. ■ To be competent and confident in the use of a range of relevant IT systems. Compliance Management ■ Delivery of services as laid down on the Service Level Agreement document for FM services.

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Report all service shortcomings affecting the guest experience to your line manager regardless of what service is being provided. ■ Support your team with continuous improvement to services and procedures.

■ Maintain personal awareness of all site procedures relevant to the role, ensuring that any required changes to procedures are brought to the attention of the process owner. ■ Completion of the daily office check. ■ Be fully conversant with the reporting procedures for any non-conformance / incident in relation to

H&S and first aid. ■ Must know where the fire exits locations are situated and follow-on site safety/ security procedures during evacuation. People & Performance Management ■ To take great pride in your personal presentation ■ To always smile and use positive body language in each interaction, enabling you to take control of your working area and support/check colleagues in their delivery. ■ Maintain regular contact with all members of the FM team based at the site to ensure a consistent &

smooth service is being provided throughout. ■ Ensure that all members of the team can recognise Board Members, Group VPs and Senior Management. ■ Embrace and deliver the working together service excellence concept and to operate as part of the

“One Team” culture across site. ■ Ensure prompt and seamless handover of information and special requests between breaks &

holidays. Events Management Support ■ Assist client in organizing employee lunch, monthly and global events ■ Coordinate with the wider Workplace Services and Snap Team ahead of events, attending weekly meetings to align on the requirements needed from the client ■ Having responsibility for the logistical planning and costing of event, including suppliers, staff and 3rd party contractors ■ Exceptional ability to form cross-functional partnerships with support teams to ensure you have the right support to succeed in all circumstances ■ Show a driven, hand-on style that guides events best practice and upholds the general vitality of the

CBRE and Snap relationship ■ Provide the highest level of customer service and respond to all guest and employee inquiries either in person or on email in a personal, friendly and timely manner ■ Monitors and responds to event activities such as gathering event supplies, equipment needs, food &

beverage services, facility security, etc. ■ Liaise with 3rd party vendors where applicable, with deliveries/schedules and set ups, ensuring all relevant team members are aware of building access, entry and approval acquired before hand

■ Embodying the Snap values of being Kind, Smart and Creative ■ Takes direction from management to meet the needs of partners, clients, and vendor

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Communicate regularly with clients ahead of their events to better understand their requirements

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Other duties may be assigned QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCE High school diploma or general education degree (GED). Minimum of four years of related progressive experience and/or training. CERTIFICATES and/or LICENSES Facility Management certification is desired. COMMUNICATION SKILLS Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees. QHSE Ensure strict compliance with client & company HSEQ 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. Carry out comprehensive and effective work safety and risk mitigation procedures (SWMS etc.) Carry out (and keep records) of safety and spot checks. FINANCIAL KNOWLEDGE Requires basic knowledge of financial terms and principles. OTHER SKILLS and/or ABILITIES Intermediate skills with Google Suite and Microsoft Office Suite, Outlook, and intranet/internet. Ability to use the Jira ticketing system.