Corporate Solutions (Integrated Facilities Management) Region / Country
ROLE AND RESPONSIBILITIES
The Facilities Coordinator will assist the Facilities Manager / Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk.
The Facilities Coordinator is also required to provide administrative support to the team.
Client / Stakeholder ManagementProvide superior customer service to meet on-site client’s expectations
Procurement & Vendor ManagementAssist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)Assist in the procurement of vendors and services as required
Finance ManagementAssist in financial processes to ensure that all financial management requirements are completed in a timely and accurate mannerEnsure prompt and accurate management of purchase orders in JDE
Health & Safety ManagementConduct regular audits to ensure safety procedures on site are in place and workingAssist in carrying out safety procedures when needed
Site Operations ManagementAssist in the implementation of Industry Best Practice operationsConduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all timesSeek ways to constantly reduce costs and improve operational standardsMaintain premises in neat and good working condition at all timesMaintain duplicate office keys in good orderAssist with receptionist coverage from time to timeProvide FM support for meeting room bookings where requiredCoordinate with pantry staff to ensure that pantry and vending machine items are always in stock
Risk ManagementAssist in the implementation and management of property risk management programSupport the implementation and monitoring of disaster recovering and business continuity plansFollow established escalation procedures and incident reporting proceduresAdhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
Achieve Key Performance Indicators and Service Level Agreement targets
CANDIDATE SPECIFICATION : KEY SELECTION CRITERIA
Prior experience in facilities, property management, hospitality or related field preferred
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
Critical Competencies for Success
Firm First MindsetAble to cooperate and work well with others to meet targetsSupport the team effectively as and when neededProven ability to commit to flawless execution while complying with firm’s procedures and standards
Client Focus & Relationship ManagementAble to interact with the general client staff & vendors with easeAbility to manage conflict and conflicting prioritiesDemonstrates ability to work with vendors to deliver efficient servicesDemonstrates proactive & professional approach to customer serviceHas a customer-oriented attitude
Project Management & Organizational SkillsProven ability to manage multiple and complex operational matters on a daily basisDemonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner
Other Personal Characteristics
Problem-solving skills capacity to deal with ambiguity and solve complex problems effectively
Ability to effectively deal with stressful situations
Able to work independently
Self-motivated; confident & energetic
Flexible able to adapt to rapidly changing situations
Goal-oriented able to focus on meeting all performance targets
Strong communicator good presentation skills and possesses strong verbal & written communication skills (English & local language);
also an active listener
Exhibits honesty & trustworthiness
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