Facilities Coordinator - Taguig, Philippines, Pilipinas - Jones Lang LaSalle (Philippines), Inc.

Paglalarawan

TITLE: FACILTY COORDINATOR

REPORTING TO: JLL SITE LEAD

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