Facilities Coordinator Job at JLL (Penang)

Job Description

JLL empowers you to shape a brighter way. Our people at JLL 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 Responsibility

Ensuring a high level of client satisfaction, establishing and managing the service delivery team, delivering key initiatives as well as ensuring consistency in processes, systems, and reporting
Ensuring the efficient and consistent operation of all facility activities to meet contractual obligations with respect to the scope of the work portfolio of the client throughout
Achieving the client’s outsourcing objectives of cost savings, high quality, consistency, and risk management

Requirements

Assist in the implementation of Industry Best Practice operations
Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
Seek ways to constantly reduce costs and improve operational standards
Maintain premises in neat and good working condition at all times
Provide FM support for meeting room bookings where required
Coordinate with pantry staff to ensure that pantry and vending machine items are always in stock
Manage multiple vendors including hard and soft skills to deliver services on time and within budget
Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL procurement best practices
Be responsible for the achievement of the key performance indicators, service levels, and other measures as contracted
Implement and manage the change control process
Work with Facilities Manager & Finance to track spending, vendor cost and plan of finance budgets
Ensure timely submission of finance report / billing
Track, collate and submit of vendor cost and invoices for reporting
Source and prepare quote for submission to client
Provide administrative support to the team as required
Collate and evaluate of submitted vendor quotations, consolidate and prepare and submission of formal quotation to manager as per specification and requirement
Conduct of project meetings
provide progressive updates of project to the manager and client
Submission of project progress & completion reports, prepare and process of project claims and invoicing
Perform site inspection regularly and conduct periodic safety site-walks
Assist in carrying out safety procedures when needed
Ensure that all work carried out on site by vendors comply with the required permitting processes (e.g. permit to work, MSRA, etc.) and safety requirements

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Facilities Coordinator

Job Description

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