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.
• Response to all queries email received from others.

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.