Workplace Coordinator

JONES LANG LASALLE PROPERTY CONSULTANTS PTE LTD; Singapore; On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a Workplace Coordinator to enhance client satisfaction and streamline operations. This role is pivotal in managing daily activities, overseeing vendor relations, and ensuring effective facilities operations. The ideal candidate will have a Bachelor's degree and experience in the Integrated Facilities Management (IFM) sector. With a focus on proactive customer service and effective communication, you will support the facilities team and contribute to continuous improvement. Join a dynamic environment where your skills will make a significant impact on operational success.

Qualifications

• Bachelor's degree with 1.5 years in the IFM industry required.
• Strong planning, organization, and prioritization abilities needed.

Responsibilities

• Coordinate daily client activities and manage contractor programs.
• Ensure building procedures and performance measures are effective.
• Support training initiatives and contribute to management reports.

Skills

Property Management Expertise

Facilities Management

Vendor Management

Budget Management

Analytical Skills

Effective Communication

Problem-Solving Skills

Leadership Capabilities

Education

Bachelor's Degree

Job description

The Workplace Coordinator will support the Assistant & Post Facilities Manager in managing daily client activities for the assigned property or facility. The role involves being on-site as the primary contact for clients and service partners, and coordinating with the internal IFM team, service providers, and helpdesk to meet operational needs.

Reporting Relationships

Direct Manager: Assistant Facilities Manager

The coordinator will support the day-to-day activities, serve as the main on-site contact, and oversee the site's coordination with internal teams and external partners.

Role Summary

Procurement and Vendor Management:

• Benchmark services through regular reviews and audits.
• Handle administrative tasks related to reports, finance, and document submissions.
• Coordinate and monitor contractor management programs.

Facilities Operations

• Ensure building procedures and performance measures are effective and reliable.
• Support preventive and planned maintenance to minimize costs and risks.
• Monitor operational procedures to maintain service standards.
• Ensure adherence to site policies and procedures related to IFM.
• Implement and audit internal management systems for quality assurance.
• Assist in relocations and support financial management tasks.
• Manage and track office and consumable inventories.
• Support meetings and conference room bookings.
• Coordinate maintenance activities.

Communication and Relationship Coordination

• Contribute to monthly management reports.
• Ensure timely follow-up with clients.
• Perform ad hoc duties as assigned.

Training

• Support training initiatives for the facilities team.
• Assign buddies to new team members to promote teamwork and consistency.

Core Competencies

• Property management expertise and experience managing remote sites.
• Facilities management, safety, and vendor management skills.
• Understanding of commercial contracts.
• Budget management and financial analysis skills.
• Strong planning, organization, and prioritization abilities.
• Capability to handle multiple complex operational issues.
• Analytical skills and capacity to manage ambiguity.
• Effective communication skills in English and the local language.
• Proactive customer service and stakeholder engagement.
• Leadership and training capabilities.
• Ability to work under stress and adapt quickly.
• Self-motivation and initiative for continuous improvement.

Experience

• Bachelor’s degree with at least 1.5 years of experience in the IFM industry.
• Attention to detail, problem-solving skills, and a positive work ethic.
• Team-oriented with good communication skills.
• Self-motivated and proactive in seeking innovative solutions.