Facilities Coordinator
Jll
Taguig, Philippines
5d ago
source : Wizbii

Facilities Coordinator

Integrated Facilities Management

Reporting to : National Facilities Manager

Key stakeholders :

Regional Team including PSA and Unisys, Business Line Directors, Multiple business associates and support functions like HR, Finance procurement

MAJOR RESPONSIBILITIES

  • Site Operations Management
  • Work with the Facilities Manager and Unisys SPOC in providing general administration and task coordination both structured and unstructured as day to day events demand
  • A key contact point for Facilities Help Desk & Facilities email in-box; receiving & logging work orders
  • Prepare and send work orders to building trades, vendor management and supervision, liaising with security, coordination and management of key outsourced provider whilst they are on site.
  • Provide scheduled reporting data for Unisys.
  • Conduct & report on-site inspections, escalating any issues as appropriate.
  • Maintain premises in neat and good working condition at all times
  • Assist in the organisation and scheduling of planned maintenance works
  • Seek ways to constantly reduce costs and improve operational standards
  • Prepare and distribute notices to staff as directed by the Facilities Manager
  • Assist in authorising access requests
  • Back up for Facilities Administrator
  • Assist in team monthly reporting which includes helpdesk reporting finance and utilities.
  • Risk Management
  • Assist in the implementation and management of property risk management program
  • Support the implementation and monitoring of disaster recovering and business continuity plans
  • Follow established escalation procedures and incident reporting procedures
  • Client / Stakeholder Management
  • Provide superior customer service to meet on-site client’s expectations
  • Work with the Facilities Manager and Unisys SPOC In providing general administration and task coordination.
  • Liaise with Landlords and / or Building Managers where appropriate.
  • Procurement & Vendor Management
  • Assist in the management and supervision of all contractors on site (include inspection works)
  • Complete contractor site inductions, liaising with building management and / or security as required
  • Assist in the procurement of vendors and services as required
  • Provide consumable procurement for office where required
  • Finance Management
  • Assist in financial process to ensure that requirements are completed in a timely & accurate manner
  • Maintain approvals register, ensuring all works have appropriate financial authorisation
  • Health & Safety Management
  • Conduct regular audits to ensure safety procedures on site are in place and working
  • Assist in maintaining first aid kits, AED machines and updating first aid register and noticeboard lists
  • Organise desk assessments (ergonomics) and maintaining register
  • Assist in carrying out safety procedures when needed
  • Performance objectives

  • To manage continuous improvement of Facilities Management and Business Support Services, ensuring safe and compliant facilities are maintained at all times;
  • To support the delivery of best practice Facilities Management and Business Support Services;
  • Assist with the management of overall service outcomes to ensure that all Key Performance Indicators are met or exceeded throughout the term of the Contract;
  • Demonstrate and instil a culture within the team that match our I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Adaptable, Team Player and Committed to Safety; and
  • Focus on service outcomes to ensure Client Satisfaction survey results deliver a positive result for JLL.
  • Key skills

  • Competent in Microsoft Office Products;
  • Good interpersonal and communication skills;
  • Proven ability to manage complex operational matters on a daily basis;
  • Demonstrates ability to prioritise and manage the completion of projects in an efficient and timely manner;
  • Must present a professional and friendly corporate image;
  • Demonstrates proactive & professional approach to customer service;
  • Able to work independently; and
  • Exhibits honesty & trustworthiness.
  • Employee specification

  • Minimum of 1-3 years experience in facilities, property management or related field.
  • Knowledge of local occupational health and safety requirements
  • Knowledge of critical / data centre environments an advantage
  • Knowledge of vendor management for specialized services
  • Proven client relationship management skills
  • KEY STAKEHOLDERS

    Client staff and client stakeholders

    Vendor and contractor staff

    REPORTING TO

    National Facilities Manager

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