Facilities Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

TITLE: FACILTY COORDINATOR

REPORTING TO: Facilities Manager

PRINCIPAL ACCOUNTABILITIES: Join a fun client account offering a fantastic culture. Exciting programs supporting mental health & physical well being. Take the next step up to deliver high level facilities management services in support of Client’s business needs.

DUTIES & RESPONSIBILITIES

Client/Stakeholder Management:

• Be the face of facilities for FM services in the Client site - day to day Client liaison and relationship management
• Ensuring Client satisfaction through excellent facilities management as well as workplace engagement activities planning, advice and support

• Advise and support Client site operation managers team across a range of facilities management issues including:
• Planning, operations and maintenance service delivery.
• Conduct facilities management operations audits

• Communicate to/ educate the stakeholder/ end user to use Client internal portal and tools, for example, Internal event request portal
• Office/ Facility tour and introduction for all new hire
• Involved in regular meeting with Business Unit Stakeholders
• Jointly responsible for facilities related matters coordination - including Space Hacks, escalations, project liaison

Procurement & Vendor Management

• To support regular contractor meeting and review suppliers’ performance
• Ensure vendors are well-managed, delivering services on time and within budget
• Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as JLL best practice
• Ensure that they are professionally delivered at the right costs for Client.
• Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed

Finance Management

• Liaise Client vendor and assist with enrollment to purchasing system
• Work closely with Client Account Payable team and Client vendor to ensure no outstanding amount or any payment issue. Example, the Executive center and Landlord.
• Preparation of PRs for client approval in Client purchasing system
• Overseeing the administration of Corrigo and issuing of Work Orders and Purchase Orders to JLL vendors
• Process vendor invoices and update invoice tracker.

Health & Safety Management

• Attend Emergency situation and prepare Incident Report and upload the IR to both JLL and client system
• Update & maintain relevant documentation as well as training records for Fire Wardens/First-Aiders ensuring all government regulations and Client policies are met.

Risk Management

• Ensure escalation procedures and incident reporting procedures are implemented and maintained
• Adhere to JLL and Client's code of conduct; ensuring compliance with the firms' guidelines, procedures and strategies
• Assist in the development of guidelines and strategies to ensure compliance with JLL’s business conduct
• Responsible for conducting annual Risk Assessment
• Maintain and share with client as required the site Risk Register

Site Operations

• Assist execution of minor moves/restack and ad-hoc projects
• Coordinate all maintenance activities and ensure all unscheduled maintenance is promptly actioned
• Assist with onsite event setup and coordination where required
• Management of all faults and queries raised through the helpdesk.
• Ensure attendance to all reactive maintenance / downtime/ breakdown according to agreed SLA and escalate as appropriate
• Liaison with the landlord on matters relating to the premises including fire evacuation training/drills
• Management of Shipping services including vendor liaison and dealing with queries and customs issues.
• Coordination of the Ergo assessment program

REQUIRED QUALIFICATIONS & EXPERIENCE

• Degree or Diploma in Business Administration/ Finance/Facilities/Engineering or equivalent qualification
• Prior experience in Finance, Hospitality, Property Management or Facilities Management.

KEY PERFORMANCE MEASURES

• Ensure all procurement processes are followed up and contracts are in place for all vendor services
• All maintenance is conducted as scheduled
• Reporting is accurate and delivered on time
• All expenses are within budget limits
• Customer satisfaction surveys trend upwards
• Account contract surveys achieve minimum standards
• Compliance with Client standards and audit requirements

Location:

On-site –Taguig, Philippines

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) 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 – including the online application and/or overall selection process –  you may email us at accomodationrequest@am.jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.