Senior Facilities Coordinator

About the Role

We are seeking an experienced Senior Facilities Coordinator to serve as a key operational lead for our prestigious client's Singapore office. This role offers the opportunity to manage comprehensive facilities operations in a dynamic, professional environment where operational excellence and service quality are paramount.

As the Senior Facilities Coordinator, you will take ownership of back-of-house operations, vendor management, and compliance oversight, working directly with the client to ensure seamless facilities management across their corporate workspace.

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Key Responsibilities

Facilities Management Operations

• Oversee day-to-day back-of-house (BOH) operations for assigned level(s)
• Manage and monitor preventive maintenance (PPM) programs to ensure timely execution and compliance
• Coordinate reactive work orders and drive prompt resolution of facility issues
• Conduct quality inspections for workplace office standards
• Manage locker management systems and allocation processes
• Liaise with Building Management Office (BMO) on all facility-related matters
• Supervise site operations and ensure adherence to operational standards
• Oversee minor project works from initiation through to successful completion

Vendor Management

• Manage relationships with 5 event-related vendors and 4 Managing Agent scope vendors
• Process purchase orders (PO) and manage vendor billing cycles
• Conduct regular vendor performance reviews and quality assessments
• Ensure vendor compliance with Service Level Agreements (SLAs)
• Assist and supervise vendor activities on-site as required
• Drive continuous improvement in vendor service delivery

Health, Safety, Security & Environment (HSSE)

• Lead HSSE incident reporting, investigation, and management
• Ensure full compliance with Singapore safety regulations and workplace safety protocols
• Coordinate emergency response procedures and drills
• Escalate operational risks and emergencies directly to client management as per governance structure
• Maintain comprehensive HSSE documentation and reporting

Events Coordination

• Coordinate event logistics including vendor procurement and purchase order processing
• Support event setup and execution in collaboration with Workplace Executive
• Manage post-event vendor coordination and site restoration activities
• Ensure seamless integration of events within facility operations

Supporting Functions

• Provide support for pantry and café operations as needed
• Assist with meeting room preparation and coordination
• Offer backup support for office supplies management
• Support catering logistics for corporate events
• Collaborate with Workplace Ambassadors on integrated service delivery

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Reporting & Documentation

Regular Reports Required:

• HSSE incident reports and safety compliance documentation
• Facilities management operational performance metrics
• Financial reports including budget tracking and billing reconciliation
• PPM completion status and compliance tracking
• Utilities consumption analysis and recommendations
• Attendance and site supervision logs
• SharePoint tracker updates for all facilities management activities

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Key Accountabilities

Client Relationship Management:
Maintain direct reporting relationship with client's point of contact, participate in operations reviews, support innovation initiatives, and ensure alignment with client's governance structure and performance expectations.

Operational Excellence:
Drive consistent service delivery, ensure compliance with operational standards, identify process improvements, and maintain comprehensive documentation across all facilities management functions.

Collaboration:
Work closely with Mobile Technician on technical matters, coordinate with Workplace Executive and Ambassadors, and collaborate effectively with multiple JLL stakeholders.

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Requirements

Experience

• Minimum 5-7 years in facilities management, preferably within corporate or commercial real estate environments
• Proven track record managing multiple vendor relationships simultaneously
• Strong background in preventive maintenance program management
• Demonstrated experience with HSSE compliance and incident management in Singapore context
• Track record of managing operational budgets and financial controls

Technical Skills

• Strong understanding of building systems (HVAC, plumbing, electrical, fire safety systems)
• Proficiency in CMMS (Computerized Maintenance Management Systems)
• Advanced MS Office skills (Excel, PowerPoint, Word)
• SharePoint and data management capabilities
• Budget management and financial reporting skills
• Project management fundamentals

Personal Attributes

• Strong organizational abilities with proven multitasking capabilities
• Excellent problem-solving skills with ability to work independently
• Proactive approach to identifying and resolving operational issues
• High attention to detail and commitment to quality standards
• Ability to work effectively under pressure and manage competing priorities
• Flexible and adaptable to evolving client requirements

Communication Skills

• Excellent written and verbal communication skills in English
• Ability to interface effectively with client leadership, vendors, and cross-functional teams
• Strong stakeholder management capabilities
• Comfortable presenting reports and updates to senior management
• Professional demeanor suitable for premium corporate environment