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Facilities Coordinator

2 weeks ago

Selangor, Malaysia JLL Full time

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

**Job Aim**:
Facilities Coordinator will work closely with the Assistant Facilities Manager to support all facilities activities. The Coordinator will be the first point of contact for internal and external customers seeking support and information from third party service. Also, provide helpdesk office duties in ensuring efficient and appropriately controlled environment as per Accenture processes & policies.

**Responsibilities**:
Front Office Operations
To provide management advice on Front Office for escalated issues during the shift.

To ensure immediate response to all priority calls from employees and Tech team during the shift and follow escalation process.

To ensure accident or crises management is addressed immediately.

Assist FOE in generating reports.

Assisting new joiners in learning the Helpdesk process and policies.

Always Adhere to JLL & Accenture SLA.

To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping and upkeep.

Answering helpdesk calls politely and guiding the employees accordingly.

Lost & found record tracking (to be followed in hand over & taking over).

All the Helpdesk registers to be maintained as per standard.

Update resigned access card checked & received.

Managing the Visitor Registration System (VRS) at front desk area.

Security Operations
Attending the shift briefing.

To ensure Security assemble, deployment and make sure to acknowledge on the register for any penalties/comments for the improvement in security services.

To ensure that the security assignment manager or security in-charge of the facility is being updated on the client’s/VIP visits.

To ensure that the security related issues are discussed with security assignment manager and on priority for the shift and ensure there is an action and tracking for the issue closure.

To ensure that security staff adheres to GAP norms.

To discuss and assist facility manager and security Manager on monthly basis on the vendor performance matrix.

To ensure the Grooming of the staff.

To manage the overall key room, and time office operations.

To ensure weekly training is imparted and staff grooming standard is maintained.

To ensure VRS tool (Visitor Registration System) is up and run all the time.

To ensure all registers/tools update for material movements (In & Out) on day to day basis.

Follow the escalation matrix if anything wrong.

Ensure to implement EHS practices (PPEs etc) in and around the security premises.

Ensure to update the new assets in the asset tracker & update the relevant stake holders.

Housekeeping Operations
Attending the shift briefing.

To ensure Housekeeping assemble, deployment and ensure acknowledgment on the register for and penalties/comments for the improvement in housekeeping services.

To ensure that the housekeeping duty manager or housekeeping in-charge of the facility is being updated on the client’s/VIP visits.

To ensure that the housekeeping related issues are discussed with housekeeping duty manager and on priority for the shift and ensure there is an action and tracking for the issue closure.

To ensure a facility walk through to check on all rest rooms, workstations, meeting rooms, cabins, common areas, development areas for the quality of the housekeeping services.

Identification, on time closure and reporting of snags.

To discuss and assist facility manager on monthly basis on the vendor performance matrix.

Ensure all the housekeeping calls are closed on priority and within TAT without escalations.

Landlord Management
Ensure necessary approvals are taken by the builder team on cases to cases basis during specific events

Coordination with builder on guarding services and common area upkeep daily / weekly