Facilities Coordinator

Major Responsibilities

• Relief Reception Duties
• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails and public inquiries
• Post conference room schedules, notices, and office communications as needed
• Vendor on site service
• Make call out service
• Understanding issue/problem locally
• Meeting room set up & resume
• Office pantry suppliers check & order
• Onboarding & offboarding assist (badge and any other items)
• Physical fleet management on site (keys, fuel card, pool cars in carpark)
• Card payment to vendor if they are not invoicing
• Raising WR, PO, invoice processing
• Other duties as assigned by supervisor
• Administrative Duties
• Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists
• Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare workstations, provide welcome material and updating appropriate employee databases
• Confirm the receipt of and verify accurate invoicing for deliveries, goods and services
• Assist in monthly reporting as well as QBR’s
• Other duties as assigned by supervisor
• Facilities Services
• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintains inventories on all general office supplies, facilities equipment and supplies
• Assist with vendor selection, order special deliveries and coordinate vendor services
• Review and resolve outstanding ticket requests in line with set KPI
• Co-ordinate vendors where required
• Minor project management
• Moves/Adds/Changes
• Manage and implement Preventative Maintenance Program and ensure compliance
• Ensure managed site/risk compliance
• Financial Management of budget and processing of vendor invoices in line with account processes
• 24/7 emergency call support and site attendance is required
• Ensure escalation procedures and incident reporting procedures are implemented and in place

• EHS
• Understand and comply with all EHS arrangements or instructions
• Report any failings in EHS arrangements to line manager
• Ensure strict compliance with EHS policies
• Report all incidents within specified timeframes
• Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Where applicable, induct vendors to site specific situations and keep records
• Work closely with Corporate Security on safety and security questions or concerns
• Other duties as assigned by supervisor
• Oversee client Fire Warden/First Aid program
• People Management
• Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within team
• Assist in mentoring and enabling Training & Development of team members