Facilities Coordinator

Jones Lang LaSalle Incorporated; Kuala Lumpur; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Facilities Coordinator to enhance their operational efficiency in Kuala Lumpur. This role involves supporting various facilities activities, managing vendor relationships, and ensuring high standards of service delivery. You will be the key point of contact for internal and external customers, coordinating events and managing logistical requirements. The ideal candidate will possess strong customer service skills and a proactive approach to problem-solving. Join a dynamic team that values innovation and collaboration, and contribute to shaping a better workplace environment.

Benefits

Health Insurance

Flexible Working Hours

Professional Development Opportunities

Employee Discounts

Qualifications

• Experience in facilities management or related field.
• Strong organizational skills and attention to detail.

Responsibilities

• Support facilities activities and act as first point of contact.
• Coordinate with vendors and manage service requests.
• Prepare reports associated with workplace operations.

Skills

Customer Service

Communication Skills

Event Coordination

Time Management

Education

Diploma in Facilities Management

Bachelor's Degree in Business Administration

Tools

Service Now

Event Management System (EMS)

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.

Job Description

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.
• 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.

Location:

On-site –Kuala Lumpur, Malaysia

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At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each ofusunique. We help ourpeople thrive, grow meaningful careersand find a place where they belong.Together, we strive to be exceptional and shape a better world.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .