Senior Facilities Coordinator

JLL; Kuala Lumpur; On-site; MYR 40,000 - 60,000; Full time

Job summary

A leading real estate services firm is seeking a Senior Facilities Coordinator based in Kuala Lumpur. This role involves ensuring customer satisfaction by conducting facility inspections, managing vendor relationships, and overseeing all aspects of workplace engagement. Candidates should have hospitality experience and proficiency in Microsoft Word and Excel. This position requires strong communication skills and the ability to build relationships with stakeholders, providing a vital link between customers and the firm’s operations.

Qualifications

• Experience in facilities management, ensuring customer satisfaction.
• Ability to manage vendor relationships and coordinate repairs.
• Strong communication and stakeholder management skills.

Responsibilities

• Conduct facilities inspections and generate reports.
• Manage vendor coordination for repairs and maintenance.
• Ensure meeting rooms are ready for use and equipment is functional.
• Build relationships with customers and stakeholders.
• Assist in managing finance and operation trackers.

Skills

Hospitality experience

Proficient in Microsoft Word

Proficient in Microsoft Excel

Technical knowledge

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.

Senior Facilities Coordinator

will be part of the Workplace Experience team reporting to Regional Facilities Lead, to drive and increase customer satisfaction.

This individual is the go-to-person for all workplace engagement matters. Candidates should have hospitality experience. Technical knowledge would be advantageous. Proficient in Microsoft Word and Excel.

Responsibilities as follows:

• Conduct facilities inspection and generate reports.
• Identify defects and manage any hazardous objects and follow up accordingly.
• Ensure that the meeting rooms are in ‘ready-to-use’ condition whenever unoccupied.
• Ensure that office equipment is in good working condition.
• Coordinate vendors for repairs, maintenance and ad hoc works.
• Liaise and manage respective vendors to support the functionality of office space.
• Responsible for consolidating all customer issues and generating a monthly report
• Manage all customers’ issues tactfully and confidently.
• Assist in following up on associates & visitors requests and keep JLL team in the loop.
• Liaise & coordinate with stakeholders & vendors for event support and meeting rooms’ setup
• Ensure all completed PPM & Ad hoc works are according to SLA.
• Police the clean desk policy.

Communications / Stakeholders Relationship

• To be attuned with customers, build and establish relationships with stakeholders across all levels.
• Share communications collaterals with the JLL team and client.

Administration Duties

• Create ad hoc Work Orders (Corrigo). Ensure all Work Orders are sent out, closed and verified within SLA.
• Ensure all vendors submit invoices within SLA.
• Manage Finance, PPM (52 weeks) and Operation trackers: ensure details are accurately updated and current.
• Ensure all EHS documents and vendors’ relevant documents are valid and facilitate the submission of vendors’ Permit to Work for client & landlord’s approvals.
• Ensure completion of monthly reports to meet client’s expectations & internal requirements.
• Submit a monthly operations report against agreed SLA & KPIs. All trackers are up to date.
• Assist and participate in client & JLL FM audits
• Proficient in Microsoft word, Excel.

Finance / Procurement

• Manage budgets in conjunction with the regional finance team, and in accordance with client policy & practice.
• Ensure that expenditure is within budget.
• Sourcing of vendors and quotations when required, to facilitate ad hoc work/event.
• Ensure timely closure of all PPMs and ad hoc works.

Others

• Assist in front desk support.
• Ad hoc tasks assigned by RegionalFM.

Location

On-site –Kuala Lumpur, Malaysia