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.   

Duties & Responsibilities

What this job involves –

The Facilities Coordinator will lead delivery of maintenance and operations, vendor oversight, purchasing of material/equipment/supplies, occupancy services and planned and reactive works. The Facilities Coordinator will perform front desk duties such as greeting visitors/guests and providing access for contractors.

Partnering with the Client/Stakeholder(s)

• Proactively engage stakeholders to ensure that on site client’s expectations are met.
• Build and develop effective client / stakeholder relationships across multiple levels of the organisation.
• Have a focus in customer service and employee experience and be able to demonstrate this in interactions with team, clients and stakeholders.

Procurement & Vendor Management

• 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 practices.
• Build and maintain positive working relationships with building management to ensure smooth ongoing operations at the site.

Keeping the numbers in check

• Actively work to ensure that the site’s financial operations are meeting or exceeding targets and control requirements including the JLL Code of Ethics. This will involve tracking and validation of financial spend information for both JLL and The Client
• Ensure financial processes are always followed.

Ensuring everyone stays safe

• This role has the responsibility and duty of care to work safely, taking reasonable care to protect your own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.

Customer Services Management

• Provide superior customer service to meet on-site client’s expectations.
• Ensure prompt operation of the switchboard and that all phone queries are directed to the correct department.
• Ensure that reception areas, including desk and seating areas are tidy and presentable.
• Ensure that the visitor/customer sign-in as per policy and procedures and issue Visitor Badges.
• Upon departure from site, ensure that badges are returned, and the visitors is signed out the building.
• Ensure Visitors / Contractors are aware of the site/s Emergency Evacuation processes.
• Book taxis for team Members (as requested)
• Provide Visitors with Information on site i.e. Directions/Bus Timetable etc.
• Book and manage meeting rooms as requested.
• Assist where necessary to prepare customer meeting rooms for meetings, order catering, room set ups etc.
• Manage car parking for visitor (If needed) and ensure records are up to date.
• Manage approval for Business Card orders.
• Arrange courier collections/deliveries and be key contact for local and international courier

Keeping an eye on the Site & Operations

• Recommend continuous quality improvement practices and implement Industry Best Practice operations.
• Implement building procedures and performance measures and ensure they are maintained at all times as directed by the Facilities Manager.
• Review existing operations regularly with a view to reduce costs and improve operational standards for the site.
• 24/7 emergency call support and site attendance is required.
• Contribute to and complete required reporting on a weekly/monthly/quarterly/annual basis.

Limiting Risk to JLL & the Client

• Ensure the JLL Operational Risk Management program is implemented and maintained.
• Work with the Facilities Manager to ensure disaster recovery and business continuity plans are in place and maintained for the site.
• Ensure escalation procedures and incident reporting procedures are implemented and maintained.
• Follow established escalation procedures and incident reporting procedures.
• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.
• Ensure all KPIs relevant to your site are met and SLAs are achieved.
• Being a team player
• Ensure escalation procedures and incident reporting procedures are implemented and maintained.
• Follow established escalation procedures and incident reporting procedures.
• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.
• Ensure all KPIs relevant to your site are met and SLAs are achieved.
• Being a team player
• Provide coverage to the site receptionist for lunch breaks each day, as well as short term leave/absence.
• Support the broader Facilities team with ongoing tasks and activities as required to ensure the whole team achieve & deliver.

Location:

On-site –Singapore

Job Tags:

Hiring

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

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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.