Senior Facilities Coordinator

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Jones Lang LaSalle Property Consultants Pte Ltd Full time 60,000 - 120,000 per year

Lead team to manage day-to-day workplace services activities for the facility.

Serve as the on-site key point of contact for key stakeholders and clients.

Identify and propose changes to improve operational and experiential aspects.

Oversee facility management & maintenance program.

Conduct regular management and operations meetings with the client.

Manage employee satisfaction, budget, and ad-hoc requests.

Manage the Front Office operations on Monday to Friday from 8:30 am to 6:00 pm

Managing the FOH and meeting rooms, always keeping them tidy, neat and professional looking

Repair & maintenance of office equipment

Oversee the daily operations and maintenance of the facility including kitchenware eg microwave, coffee machines, etc.

Maintenance of overall office infrastructure (carpets, flooring, plants, etc)

Maintenance of IT server & NOVAC system

Maintenance of MEP equipment

Liaison with building management and other relevant vendors/service providers

Maintain vendor records and contracts renewals

Oversee emergency plans, fire drills, and safety audits

Invoice tracking and monitoring

Prepare monthly report for expenses

Check the sound system, turn on the TV and projector

Check the printer, refill paper, and clean

Check stationery and refill stock as needed

Prepare stationery or other necessary stuff for events/workshop

Facility Operations:

  • Oversee daily facility operations, including maintenance, cleaning, and security services
  • Coordinate workspace setups, relocations, and reconfigurations
  • Manage meeting room bookings and audio-visual equipment
  • Ensure compliance with health and safety regulations
  • Coordinating office services (e.g., workspace setup, A/V, catering, reception)

Vendor Management:

  • Coordinate with various service providers (e.g., cleaning, maintenance, catering)
  • Monitor vendor performance and address any issues
  • Assist in contract management and invoice processing

Client Relations:

  • Serve as the primary point of contact for client employees regarding facility-related matters
  • Respond promptly to requests, complaints, and inquiries
  • Maintain positive relationships with client stakeholders

Asset Management:

  • Track and manage office equipment, furniture, and supplies
  • Coordinate repairs and replacements as needed
  • Assist in inventory management and procurement processes

Administrative Support:

  • Maintain accurate records of facility-related activities and expenses
  • Prepare regular reports on facility operations and performance metrics
  • Assist in budget tracking and cost control measures

Project Support:

  • Participate in facility improvement projects and initiatives
  • Assist in implementing new workplace strategies and technologies
  • Support sustainability and energy efficiency efforts

Emergency Preparedness:

  • Assist in developing and maintaining emergency response plans
  • Participate in safety drills and training sessions

Qualifications:

  • Bachelor's degree in Facility Management, Business Administration, or related field
  • Minimum 5 years' experience in facility management or related role
  • Strong organizational and time management skills
  • Excellent communication and interpersonal abilities
  • Proficiency in Microsoft Office Suite and facility management software
  • Knowledge of health and safety regulations and best practices
  • Experience with vendor management and contract administration
  • Customer service-oriented with a problem-solving mindset
  • Ability to work independently and as part of a team
  • Flexibility to adapt to changing priorities and work demands

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