Senior Facilities Coordinator

You’ll be the face of JLL—that’s why creating a welcoming, yet professional image of the company is vital to your role. As our stakeholders’ first point of contact, you should make them identify immediately that we are the kind of company they would want to do business with. Therefore, you must demonstrate high levels of customer service and integrity, especially in handling enquiries, issues and complaints.

Together with the facilities management team, you’ll help ensure that clients, vendors and employees enjoy a safe and positive experience. You’ll be trained to follow escalation and incident reporting procedures and comply with the firm’s safety guidelines and strategies.

Your responsibilities also include but are not limited to:

• Responsible for handling incoming and outgoing calls including distribution of any messages.
• Receive, inform and guide visitors including co-ordination with client employees.
• Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team
• Participate as a team member in responses to emergency situations for facilities matters
• Directing first-line complaints regarding soft services to Facilities Management team
• Assist FM to prepare monthly management reports.
• Manage end-user expectations and requirements on daily catering, catering for event/special occasion, taxi/shuttle bus, stationary, meeting room…etc.
• Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site.
• Provide assistance to users as and when required
• You’ll also be expected to assist the facilities management team in overseeing contractors on-site and finding vendors and services.
• Manage the Front Office operations on Monday to Friday from 8:30 am to 6:00 pm
• Managing the FOH and meeting rooms, always keeping them tidy, neat and professional looking
• Repair & maintenance of office equipment
• Oversee the daily operations and maintenance of the facility including kitchenware eg microwave, coffee machines, etc.
• Maintenance of overall office infrastructure (carpets, flooring, plants, etc)
• Maintenance of IT server & NOVAC
• Maintenance of MEP equipment
• Liaison with building management and other relevant vendors/service providers
• Maintain vendor records and contracts renewals
• Oversee emergency plans, fire drills, and safety audits
• In case of absence, for example medical leave/sick leave/annual leave, Supplier shall provide a back up support.
• Invoice tracking and monitoring
• Prepare monthly report for expenses
• Check the sound system, turn on the TV and projector
• Check the printer, refill paper, and clean
• Check stationery and refill stock as needed
• Prepare stationery or other necessary stuff for events/workshop

Sound like you? To apply, you need to be:

• Knowledgeable and experienced
• You should have at least 12 months of experience in a corporate environment, particularly in reception. Experience in facilities, property management, hospitality or related field is ideal will go a long way.
• Pleasant Disposition
• Sound interpersonal skills /team player with client-facing capabilities.
• Enthusiasm and willingness to learn/take responsibility
• Good PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions & all aspects of Microsoft Office.
• Good written & oral communication skills
• Well – organized