Facilities Coordinator for Reactive Maintenance

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 store maintenance spare parts and report to line manager

• Improve processes, systems and overall client satisfaction where necessary

• Other duties and tasks assigned by client and Account Manager

• Work order system management, open work order and close job

• Report validation

• 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 reactive maintenance work

• Inspection of traveling in each store across region

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 analysis and reporting

• Identify and respond to any vendor quotation or budgeting related issues

• Perform operational reports, budget reports, financial systems, and procurements as necessary

Qualification

• Bachelor's degree in engineering, business administration or technical related field
• Minimum of three (3) years of experience in retails and 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 especially in Excel
• 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