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 (Singapore)

Location: West

Summary of Position
The Senior Facilities Coordinator / Senior Property Executive is to assist the Facilities Manager on the delivery and performance of IFM contract deliverables for multiple sites in Singapore.
The role will be required to liaise with client and tenants across sites for the areas of responsibility, and act as their service provider liaison.
Working with a team of technicians and service partner, the role is responsible for the delivery of workplace & engineering services to the highest standard resulting in safe, code-compliant, functional, comfortable, energy efficient and attractive facilities and site infrastructure.
The role is responsible for the managing of self-performance services, vendor performed contract services, and to provide monthly updates and status projections.
The role is responsible for the preparation, collation and submission of related engineering, facilities, and project reports as per required frequency.
Develop an understanding of and sound working relationships with key representatives of the client and all key suppliers\xe2\x80\x99 / service providers to the site.

Major Activities and Responsibilities:
Client Service \xe2\x80\x93 Facilities Management
Establish a \xe2\x80\x9cSafety First\xe2\x80\x9d culture across sites, and improve safety performance by championing our level of awareness and changing all staff and partner safety behaviours.
Provide support to client and greater team as required to ensure delivery and achieve of high client service standards.
Have strong focus ensuring our JLL staffs and vendor partners meet all EHS, SLA, KPI, Satisfaction Surveys, Contracts and Scope of Work (SOW) requirements.
Timely escalation to Manager and/or JLL management in the event of any escalations which have impact on KPI/SLA and other deliverables
Serve as the liaison for all facilities services, inclusive but not limited to; janitorial, lab services, landscape, shared compound, security, waste management, space planning, and project development services.
Ensure compliance by ensuring renewal of all related government and statutory licenses
Develop of service standard, establish and continuous update Operational procedures, roll out and training for operations staffs.
Review the maintenance/service practices of hard and soft services vendors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools and documentation
Ensure all safety, environmental, and client standards are strictly adhered to within managed facilities.
Ensure compliance with portfolio wide initiatives and required local, state and federal laws and regulations that pertain to the operating of facilities.
Ensure strict compliance with client policies and procedures, government regulations & JLL internal SOP pertaining to EHS, procurement, financial policies, etc.
Support and promote customer and JLL related sustainability initiatives by proposing & participating in recycling, energy, waste reduction, sustainability program.
Prepare, collate and submission of related facilities and financial reports, responsible for organising, coordinating, chairing of client\xe2\x80\x99s meeting and business reviews.
Key point of contact for corporate and community event, to work liaise and work with stakeholders for the planning and conduct of events and functions.
Ensure uptime and smooth operation of IFM services, attend and response to site incident and emergency as required.
CERT ERT trained and to support as SIC for building.
Support and conduct Fire Certification & testing, Table Top Exercise, Fire Drills, Building Annual Shut down and other regulatory requirement.
Client Service \xe2\x80\x93 Project Management
Attend project tender show round as required to understand requirement and expectations, define project work requirement and scope of work, liaise and arrangement of project vendors for quotation based on tender specification and requirement.
Collate and evaluate of submitted vendor quotations, consolidate and prepare and submission of formal quotation to manager as per specification and requirement.
Conduct of project meetings; provide progressive updates of project to the manager, client and stakeholder.
Submission of project progress & completion reports, prepare and process of project claims and invoicing.

Procurement & Vendor Management
Manage multiple vendors including hard and soft skills to deliver services on time and within budget.
Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.
Ensure routine meetings are carried out to manage key vendor performances

Finance Budget & Admin management
Work with manager to track spending, vendor cost and plan of finance budgets.
Ensure timely submission of finance report / billing
Track, collate and submit of vendor cost and invoices for reporting
Source and prepare quote for submission to client
Provide administrative support to the team as required

Financial Targets
Effectively support the management to control of site operating expenses to meet/exceed glide path savings targets.
Support JLL Sourcing Team on all Sourcing Initiatives; implement all service level changes and/or supplier transitions as required.
Ensure all financial processes are following and compliant as per JLL and clients\xe2\x80\x99 competitive bids process, issuing of PO\'s, and receipting work.

Growth of Company
Actively identify, develop and document best practices that increases JLL\xe2\x80\x99s value to the client.
Actively identify, develop, propose and document innovations that increase JLL\xe2\x80\x99s value to the client.
Actively apply and support of JLL new technology and corporate programs to increase value to the client.

Education & Qualification
Diploma holder in Building or Facilities Discipline from a recognised tertiary establishment, with a minimum of 5 years relevant working experience (with M&E and/ or civil / building background is preferred) in facilities management OR ITE / NTC facility management or technical discipline.
Experiences and technical knowledge in facilities management, project management and tender RFP.
Knowledge in statutory requirements
ERT trained - Certified accredited by SCDF
Occupational First Aide (OFA) Certified \xe2\x80\x93 Plus
Knowledge of Energy Reduction and Sustainability Programs \xe2\x80\x93 Plus

Skills
Pleasant personality, strong customer service, interpersonal skills and problem solving ability.
Strong technical and project management knowledge
Good understanding of facilities operations / housekeeping management
Computer skills in Microsoft Office, MS project, PowerPoint, Excel
Independent, self-motivated, flexible, responsible and willing to work under pressure
Knowledge of standard business and accounting practices.
Knowledge of Excel and ability to analyse data.

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

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL \xe2\x80\x93

We\xe2\x80\x99re JLL\xe2\x80\x94a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That\xe2\x80\x99s why we\xe2\x80\x99re committed to our purpose to shape the future of real estate for a better world. We\xe2\x80\x99re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we\xe2\x80\x99re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we\xe2\x80\x99re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.