Facilities Coordinator Cum Receptionist

What this job involves:

To deliver high quality, prompt and courteous Facility Management services in support of Client's business needs in a safe working environment.

• Facility management

  • To ensure the overall upkeep of the workplace environment including but not limited to cleaning, security, pest control, plants, repair and maintenance and etc.
  • Ensured Key Operations Procedures are followed to ensure service standards are maintained.
  • Assist to monitor the Office Facilities & Critical Environment
  • Assist to report and schedule contractors for preventative maintenance to limit the downtime for all critical equipment.
  • Assist to deal with emergency and arrange ad-hoc repair
  • To follow established escalation procedures and incident reporting procedures
  • Keep good communication with landlord and have the monthly meeting with Landlord.

• Customer Service / Client Relationships

  • Keep good communication with on-site stakeholders.
  • Preparing reporting as required including monthly report and CEM KPI review etc.
  • Regular collect client feedbacks and organize actions
  • Customer complaints handling.

• Front Desk Service (If applicable)

  • To greet clients, handle telephone call, book conference room, office equipment.

• Security & CCTV management(if applicable)

  • To assist vendor to maintain/repair security system and CCTV system.
  • To present regular access/log report to client
  • To assign/disable staff./visitor/contractor badges and related record/filling work and updated related info monthly
  • To collect and present related data/information to region
  • CCTV regular check

• Office equipment & environment management

  • Ensure all office equipment, including photocopiers, fax machines, paper shedders etc. are in good working order and consumables are replenish timely
  • Ensure a good office environment, including arranging office ad-hoc repair, monitoring landscaping service and cleaning service
  • To arrange office soft service. To purchase office consumption (paper, stationery and pantry stuff etc.) and deal with printing materials. To report and submit purchase request for client approval, purchase from approved supplier and ensure they are delivery on time with accurate quantity.
  • To handle confidential document destruction and document archiving.
  • Assist for the safe keeping confidential document such as bank license and related documents.

• Vendor management

  • To assist with the selection of the contractors .
  • Monitor the contractor’s works.
  • Evaluate the contractors’ service performance.

• Payment/ billing management

  • Assist to receive and verify the monthly statement.  Allocate the expenses and prepare reports to client.
  • To assist client/FM to do accrual.
  • To assist update premise pool/general pool allocation key on monthly basis.

• Space management

  • Assist to provide the accurate seating plan to support space management on monthly basis.

Interested?  An ideal candidate would need to have the following qualifications

Desired experience and technical skills

Required

• University degree
• Relevant experience in managing facilities preferred
• Strong interpersonal skills
• Proficiency in English (spoken and written)