Facilities Coordinator

6 days ago

Kuala Lumpur, Malaysia JLL Full time

JLL supports the Whole You, personally and professionally.

**Job Aim**:
Facilities Coordinator will work closely with the Assistant Facilities Manager/Facility 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.

**Responsibilities**:
Act as a resource for questions from workgroup and customers.
Design and implement programs and processes to deliver performance improvements to continually support Workplace strategy, including participating in sharing best practices across teams/locations.
May act as a point of contact for the landlord or external providers and manage regular contract relationships.
May act as the point of contact for various Workplace Solutions tools/databases, related basic technical support and end user training.
Ensure closure of all service requested issued by Service Now.

Front Office Operations
To provide wide range of Front Office services including but not limited to switchboard, in-house events, office decors, shared mailbox, mailroom services, space management, management of PPE issuance and inventory, housekeeping, building Visitor Management System, building air-cond request, pantry consumables inventory, service requests generated by Service Now, etc.
To answer incoming calls within 3 rings in a polite manner, take phone messages and promptly relay the message to respective person.
To ensure accident or crises management is addressed immediately.
Assist AFM/FM in generating reports.
Always adhere to JLL & client SLA.
To take rounds of front office, lobby area, rest rooms to ensure a high standard of housekeeping and upkeep.
Lost & found record tracking.
Update resigned access card checked & received.

Landlord Management
Submission of permit for any events hosted by clients.
Coordinate with building Action Center for any in-house events, registration of visitors, extension of after-hours centralized air conditioning, etc.
Submit snag reports pertaining to common area’s and follow up for closure.
Coordinate with builder logistics team for any logistics requirement.
Coordinate with building on annual downtime, fire drills, centralized building air conditioning servicing and any events or maintenance work hosted by builder.
Submission and issuance of building access card and reporting of lost card.

Finance and Procurement Management
Create purchase requisitions aligning to the respective general ledger codes.
Manage all blanket purchase orders issued.
Manage issuance of purchase orders and good/services received within timeline.
Submission of invoices for payment processing within timeline.
Manage internal Operating tracker.

In-Event Operations (includes client visits and internal meetings)
Ensure space booking is made in EMS (Event Management System).
Respond to meeting requirements within 24 hours of receiving the communication.
Coordinate with Workplace team and vendors in executing the event requirements.
Fulfill space configuration and refreshments requirements.
Coordinate with Local Tech Support team for AV support requirements.
Manage visitor RTO approval, check-in registration and issuance of Visitor passes for office and building cards.
Coordinate food and beverages ordered, set up and briefing to housekeeping team.
Collate all event related costing based on consumption.
Get approval and charge code for all expenses for every event.
Process invoices and ensure payments are made.
Take necessary action in case of any shortfalls in the arrangements made.
To collect food at P4 level and bring up to L30 Accenture office (if required)

Reporting
Prepare daily, weekly, and monthly reports associated to Workplace business operations.

Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

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 102,000 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 cult

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