Facilities Coordinator

6 days ago

Bayan Lepas, Penang, Malaysia JLL Full time

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 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.

Position Title: Facilities Coordinator (Technical)

Working Location: Bukit Mertajam

Assists the Facilities Manager in providing facilities support and service to the client in their own designated role.

Facility Maintenance

  • Oversee and coordinate maintenance efforts and repairs, including managing service requests, scheduling preventative maintenance, and coordinating with external vendors and contractors.
  • HVAC & CEM system/Operation - AHU, exhaust fan repair and servicing & new installation, WCPU, ACSU, Cooling Towers, Chiller, UPS, STS, CRAC unit in Data Center.
  • Buildings Maintenance - Upgrade building project, Civil work, repair & painting of external & internal building/structure.
  • Kitchen equipment, Water Dispenser, Battery Monitoring System, Power Monitoring System.
  • UPS and Power Monitoring Systems: Oversee the UPS, battery monitoring system, and power monitoring system operations.
  • Regularly inspect building facilities to ensure they remain serviceable and maintain quality standards.
  • Incident Investigation: Investigate significant plant incidents and ensure corrective and preventive measures are implemented to prevent service interruptions.
  • Inventory & Asset Management: Maintain inventory of facility supplies, manage procurement processes, and update the asset register as required.
  • Energy Management & Reporting: Manage solar generation systems and report monthly to the ECOS system. Submit quarterly and half-yearly energy reports to REEM, SEDA, and ST as required.
  • Preventive Maintenance Scheduling: Ensure compliance with the 52-week preventative maintenance planner and respond to urgent maintenance calls. Contribute to the development of emergency preparedness plans.
  • Corrective Work Orders & Maintenance: Ensure the timely completion of corrective and preventive maintenance tasks for critical equipment and life safety systems as agreed upon with the client.
  • Plant Shutdown Management: Coordinate plant shutdowns, including scheduling and procedural arrangements with relevant departments.
  • Administrative Support: Provide administrative support for facilities management, including documentation, meeting scheduling, and record maintenance.

Procurement & Vendor Management

  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works).
  • Assist in the procurement of vendors and services as required.
  • Obtain quotation from supplier and approval before proceeding for repair.

Health and Safety Compliance

  • Ensure compliance with health and safety regulations by conducting regular inspections, identifying potential hazards, and coordinating corrective actions.
  • Emergency Response: Respond promptly to emergencies affecting critical systems, ensuring asset reliability and operational continuity.

Vendor Management

  • Collaborate with vendors and contractors to ensure timely and quality services are delivered, monitoring service level agreements, and resolving any issues that arise.
  • Review the practices of M&E vendors to ensure quality workmanship that aligns with manufacturer recommendations and established guidelines.

OPEX/CAPEX Budget Management

  • Assist with monitoring and managing the facilities budget, tracking expenses, and identifying cost-saving opportunities.

Communication and Customer Service

  • Serve as a primary point of contact for facilities-related inquiries from employees, resolving issues promptly, and maintaining a high level of customer service.
  • Best Practice Development: Identify and document best practices that enhance value for the client.

Sustainability Initiatives

  • Support sustainability initiatives by promoting energy conservation, waste reduction, and other environmentally friendly practices within the facilities.
  • Manage the team of facilities technicians and provide day-to-day operation planning.

Project Coordination

  • Assist with coordinating and implementing facilities-related projects, such as renovations, upgrades, and equipment installations within the approved budget and time frame.
  • Schedule preventative maintenance (52 Weeks Planner compliance), respond to urgent maintenance calls, and participate in the creation of emergency preparedness plans.
  • Applying for required environmental permits may be included in a facilities admin's job duties.
  • Ensure completion of corrective work orders within allotted time frames as agreed upon with the Client.
  • Ensure completion of Preventive Maintenance on all critical equipment and life safety systems within time frames established by the Authority Having Jurisdiction (AHJ) and agreed upon with the Client.
  • Plant Shutdown - Coordinate with the relevant departments to organize the schedule and other arrangements including shutdown procedures.

Other Duties:
Perform additional tasks as assigned by management or the client.

Reporting and Licensing

  • Ensuring compliance and involvement in the audits to ISO MS (ISO 9001, ISO 14001, ISO 450001 & ISO 50001 and RBA Audit Systems for continuous certification.
  • Solar management including monthly solar generation report to ECOS system.
  • Energy Management with REEM including report submission to SEDA (quarterly) and ST (half yearly).
  • Reports submission e.g. ECOS, SEDA, REEM.
  • License renewal.
  • Liaison with Authorities e.g. DOSH, DOE, BOMBA.
  • Maintain inventory of facility supplies and equipment, and initiate procurement processes as needed.
  • Update the asset register/asset list accordingly.

Requirement

  • Diploma/Bachelor of Electrical Engineering or any equivalent.
  • Chargeman (A0/A1/A4) certified & competent.
  • Experience working in Facilities Management is an added advantage.
  • Able to work independently and with minimum supervision.
  • Computer literate.
  • Experience working in Facilities Management is preferable/advantage.
  • Pleasant personality, strong customer service, interpersonal skills, and problem-solving ability.
  • Excellent verbal/written communication and presentation skills.
  • Strong interpersonal skills and problem-solving ability.
  • Demonstrates proactive & professional approach to customer service and stakeholder engagement.
  • Strongly goal-oriented – able to focus on meeting all performance targets.
  • Is a team player – able to cooperate and work well with others to meet targets.
  • Proven ability to initiate and follow through with improvement initiatives.

Location:

On-site – Bayan Lepas, Malaysia, Bukit Mertajam, Malaysia

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