Job Description

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you\xe2\x80\x99ve got deep experience in commercial real estate, skilled trades, and technology, or you\xe2\x80\x99re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Senior Facilities Coordinator

Work Dynamics - Integrated Facilities Management

Location: Mapletree Business City (Pasir Panjang)

DUTIES AND RESPONSIBILITIES

• Conduct morning checks on the facilities in the office
• Act as an interface with client, visitors and guests
• Being the point of contact for building landlord
• Assist Client with tactical planning for the facilities team\xe2\x80\x99s goals and objectives
• Manage & maintain facility management tasks as assigned.
• Ensure appropriate follow-up with customers.
• Seek to continuously improve processes, systems and overall client satisfaction.
• Assist with researching, analyzing and reporting budget variances
• Work with team members to identify and respond to any financial or budgeting related issues
• Help support facility specific cost savings targets to contribute to the account achieving significant savings
• Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
• Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits
• Reporting to Regional Team on facility related projects and updates as and when required.

Finance

• Execute all required financial related work to deliver facility services to Client\xe2\x80\x99s facility
• Be administrator for Client\xe2\x80\x99s purchase system for Facility related, if required
• Assist with registering new Third Party Vendors in JDE system according to JLL policy and procedures
• Create Purchase Order (PO) requests on behalf of the facility management team for both JDE and Client System
• Goods Receipt (GR) the PO after confirmation of PO requester
• Email scanned invoices to JLL\xe2\x80\x99s Financial Service Center (FSC)
• Assist with any other financial related matters to ensure that all financial process are completed in a timely manner
• Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner
• Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner

• Escalate any potential risk of late payment or other financial matter that could impact facility operations to ASEAN Lead as soon as you become aware

Client/Stakeholder Management

• Manage the key client team representatives effectively to ensure that expected service levels are achieved
• Build strong working relationships with key client representatives and promote company\'s engineering platform and provide a key linkage between the wider organisation and the client representative and account team
• Coordinate with stakeholders to ensure smooth delivery of programs and procedures
• Require to physically check and complete the occupancy data based on client requirement with provide templates

Procurement & Vendor Management

• Review the maintenance/service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools & documentations
• Plan and manage budgets for Engineering & Operational contracts
• Manage contract on vendors for technical services
• Require to coordinate the arrangement of procuring of gown and food items for trainings at cleanroom and arrange for delivery to end-users department.

Site Operations

• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and buildings works pertaining to the facility
• Emergency call support and site attendance as required
• Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time
• Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings
• Continuous optimisation of processes, tools and documentation
• Achieve key performance indicators and service level agreement target
• Attending to ad-hoc guest at the visitor waiting area
• Ordering and tracking of first aid supplies, office supplies and pantry supplies for office
• Collection of mail from the letterbox and distribute to relevant department mailbox
• Space planning and occupancy reporting to CRE on a quarterly basis through physical counting of occupancy.
• Manage and program the registering and issuing of badge access and handle any badge related issues for users and visitors on a daily basis
• Manage ad-hoc projects such as procurement for employees\xe2\x80\x99 benefits (T-shirts, food, etc)

Events Management

• Setting up of space for the celebration of events including moving of light furniture
• Ordering of festive decorations including engagement with landscaping vendors for festive plants
• Planning of celebrations for festive holidays and monthly birthday celebrations
• Assist in liaising the event catering vendor and process through petty cash procedures when required

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

• Sound interpersonal skills to manage diverse range of service providers and Client representatives
• Sound written and oral communication skills
• Demonstrated ability to manage multiple and complex operational matters on a daily basis
• Proven capacity to understand and interpret commercial contracts
• Capacity to deal with ambiguity and address complex problems
• Sound computer skills in Microsoft Office

Required Qualifications, Skills & Experience

• Degree / Diploma or equivalent qualification in Property/Facilities Management
• Possess initiative and professionalism with the ability to multi task, organise and prioritise work,
• A team player who is able to work independently
• Experience dealing with both internal and external customers and managing client expectations
• Strong communication and interpersonal skills with the ability to build rapport quickly
• Good presentation skill with the ability to lead meeting and presentation to client / stalk holder.
• Sound computer skills in Microsoft Office software

Location:

On-site \xe2\x80\x93Singapore

Job Tags:

Hiring, Transitions

If this job description resonates with you, we encourage you to apply, even if you don\xe2\x80\x99t meet all the requirements. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!

About JLL \xe2\x80\x93

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500\xc2\xae company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit .

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Jones Lang LaSalle (\xe2\x80\x9cJLL\xe2\x80\x9d) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process \xe2\x80\x93 including the online application and/or overall selection process \xe2\x80\x93 you may contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
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