Facilities coordinator

Deliver high quality, prompt and courteous Facility Management services in support of the client's business needs in a safe working environment.

Facility Management

• Assist with the monitoring of Office Facilities and Critical Environments
• Assist with scheduling contractors for preventative FM maintenance to limit downtime for all critical equipment
• Assist with reporting on Facilities Management
• Assist with arranging ad-hoc FM repairs as required
• Follow established escalation procedures and incident reporting procedures

Environment Management

• Assist FM/FO to ensure a good office environment, including arranging ad-hoc office fabric repairs, and monitoring landscaping services and cleaning services
• Highlight and promote company sustainability initiatives as appropriate.

Vendor Management

• Meet with CRE to understand client's needs.
• Work with FM Management teams to arrange and process of FM contractor bids
• Assist with evaluation of FM contractors’ service performance.
• Checking that suppliers have correct identification in accordance with our requirements.

Customer Service/Client Relationships

• Keep good communication with RBWM & CRE teams to ensure customer satisfaction regarding FM services.
• Pantry Goods - Submit purchase request for CRE approval, purchase from approved supplier on JLL system only, and ensure delivery is on time with accurate quantity.
• Arrange removal of shredded waste.
• Ensure FM operations procedures are followed to ensure service standards are maintained.

Payment & Billing Management:

• Assist to receive and verify the monthly statements from FM vendors for FM services.
• Allocate expenses and prepare reports as per FM management team direction.
• Assist FM to do financial accruals.

Space Management

• If required, assist with providing an accurate seating plan to support space management on monthly basis to Space Data Management team.

Others

• Assist FM/CRE team to seek ways to reduce costs and improve operational standards.
• Any other duties assigned by the Facilities Manager. with the landlord on a day to day basis regarding operational issues. Ensure FM management team aware of any important issues and escalate to CRE Estates Management team as required.
• Assist with JLL FM reporting, including monthly reporting requirements.
• Supervise JLL-employed receptionists and tea ladies, as appropriate to FM scope at site.
• Back up JLL-employed receptionists if necessary, and as appropriate to FM scope at site.