Facilities Coordinator

3 days ago

Butterworth, Penang, Malaysia Jones Lang LaSalle Incorporated 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 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.

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 others arrangement 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.
  • Pleasant personality, strong customer service, interpersonal skills, and problem-solving ability.
  • Excellent verbal/written communication and presentation skills.
  • 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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