Facilities Coordinator

JLL; Kuala Lumpur; On-site; MYR 35,000 - 55,000; Full time

Job summary

A global leader in real estate services is seeking a Facilities Coordinator in Kuala Lumpur, Malaysia. The role involves managing reception, client-stakeholder relationships, and operational processes to ensure client satisfaction. Ideal candidates will have experience in facilities management and strong communication skills. This position is on-site and requires a commitment to excellence in service delivery.

Qualifications

• Minimum twelve (12) months experience in a corporate environment.
• Ability to confidently interact with all levels of the organisation.

Responsibilities

• Deliver a seamless outstanding reception experience to the client.
• Manage Corrigo WO work process.
• Provide superior customer service to meet on-site client’s expectations.
• Oversee daily site inspection and follow up irregularities.
• Ensure timely and accurate completion of FM reports.

Skills

Prior experience in facilities, property management, hospitality or related fields

Intermediate knowledge of Microsoft Office Suite

Professional and friendly corporate image

Ability to interact well within a team

Ability to learn new systems quickly

Self-motivated

Strong communication skills

Job description

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Title - Facilities Coordinator

Business unit - Integrated Facilities Management – Work Dynamics

Reporting to MY Site Lead (based in Petaling Jaya)

Key stakeholders - Various client key stakeholders based at Merck Office, Petaling Jaya (The Ascent Paradigm)

What this job involves

To be the professional face of the client organisation and deliver a seamless outstanding reception experience to the client. To provide administration support to the JLL Facilities Team.

Operations Management

• Assist in the implementation of Industry Best Practice operations.
• Report and follow up of building management issues.
• Maintain and assist of Merck EHS requirement, including floor warden and first aid lists/supplies.
• Maintain access control and key register, allocations and supplies, as required
• Provide facilities reporting and administration requirements.
• Be accessible for escalation of all FM related issues.
• Manage Corrigo WO wok process.
• To ensure timely and accurate completion FM reports pertaining to assigned Facilities Duties and Responsibilities.
• Oversee and ensure all PPM works are carried as per schedule.
• Prepare monthly reporting as requested.
• Oversee daily site inspection, identify and follow up any irregularities.
• This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors to comply with the requirements of the health and safety guidelines, policies and rules.

Client/Stakeholder Management

• Provide superior customer service to meet on-site client’s expectations.
• Administer Ricoh Booking System for room and desk bookings.
• Build and develop effective client/stakeholder relationships across multiple levels of the organisation.
• Ensuring any faults or defects are recorded and reported to ensure an outstanding client experience is maintained.
• Draft email communication (Newsletters) in alignment with GRF standards.

Procurement & Vendor Management

• Manage the induction of all contractors on site to ensure they perform to the required standards (PTW, JHA, RA, SOW).
• Manage procurement of vendors and services.

Finance Management

• Ensure all operation related invoices are appropriately processed and tracked.
• Assist financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Ensure prompt and accurate management of purchase orders in the financial system, as required.
• Process all incoming supplier invoices within agreed timelines including validation, record keeping/reporting/filing and updating related process documents.

Reception Services Management

• Provide backup coverage during reception absences:
  • Coverage for reception counter.
  • Represent Merck professionally, creating a consistent, warm and welcoming environment.
  • Greet staff and visitors, facilitate visitor sign-in/out procedures, and announce visitors as required.
  • Answer and direct incoming calls, record messages, and ensure proper message delivery.
  • Route emails to appropriate teams/individuals (Info Mailbox).

Access Control Management and Site Security

• Issue and program access cards (new staff, visitor and contractor) including system data entry and documentation management.
• Deliver FM onboarding process to new staff via email.
• Support offboarding procedures for departing staff.

Event Support

• Oversee and provide support when require for any setup of event held in site.
• Oversee and ensure the Audio-Video services are in place and the necessary preparations have been made and are in working order and assist as required to ensure a smooth-running meeting.

Compliance and Risk Management

• Maintain thorough understanding of requirements, rationale, and processes
• Ensure all risk assessments use correct templates and follow proper guidelines
• Complete risk assessments with appropriate plans and targets
• Collaborate with vendors and on-site teams to execute correct processes
• Follow established escalation and incident reporting procedures
• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

KPIS & Targets

• Achieve Key Performance Indicators and Service Level Agreement targets for reception and all administration support.

Employee Specifics

Sound like you? Why don’t you apply? To apply you need to be: –

• Prior experience in facilities, property management, hospitality or related fields preferred
• Intermediate knowledge of Microsoft Office Suite
• Must present a professional and friendly corporate image to clients
• Ability to interact well within a team
• Ability to learn new systems quickly
• Ability to confidently interact with all levels of the organisation
• Self-motivated
• Minimum twelve (12) months experience in a corporate environment

Critical Competencies for Success

• Client Focus & Relationship Management
  • Demonstrates proactive & professional approach to customer service and stakeholder engagement
  • Ability to interact with a wide range of client staff, including senior levels
  • Ability to manage conflict and balance between client and firm requirements
  • Has a customer service oriented attitude
  • Ability to be flexible and accommodating in approach and work with changing situations on a regular basis.
• Organizational Skills
  • Excellent planning & organizational skills to prioritize work and meet tight deadlines
  • Proven ability to manage multiple and complex operational matters on a daily basis
• Firm First Mindset
  • Able to cooperate and work well with others to meet targets
  • Support the team effectively as and when needed
  • Proven ability to commit to flawless execution while complying with firm’s procedures and standards

Key skills

• Problem-solving skills and capacity to deal with ambiguity as well as ability to effectively deal with stressful situations
• Able to work independently, self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English); also an active listener

Location

On-site – Kuala Lumpur, Malaysia