Facility Coordinator

About the role

The Facilities Coordinator will support Site and/or Facility Managers with operational activities in maintenance and operations, accounting and finance, vendor oversight, equipment and supplies, occupancy services, and proactively develop and maintain client relationships.

Responsibilities

• Support an environment of teamwork, cooperation, performance excellence, and personal success.
• Conduct daily walkthroughs to ensure clean and organized office.
• Respond to all work orders in a timely manner, ensuring KPI compliance and excellent customer service.
• Identify opportunities for improved operation and service excellence, make recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times and the provision of a safe workplace.
• Schedule and manage repairs and maintenance, minor works and other work requests, tracking to completion.
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
• Aid in the procurement of vendors and services as required.
• Initiate procurement process for 3rd party Vendor needs by developing and delivering purchase orders.
• Follow up with Vendors to ensure billing processes are completed in a timely manner.
• Interact regularly with the Finance team to ensure accruals and invoice processing is completed timely.
• Cook up the delivery of site amenities which may include fitness, food services, massage, transportation, support moves as required and act as the site key point of contact.
• Provide coordination and support for events, meetings and conference facilities as required.
• Other duties that may include but are not limited to reception and guest support, mail and courier services, office supplies and equipment maintenance, landlord relations and management of building access passes, safety and security support.
• Update and maintain accurate records and official documentation for the site/s including web pages where any other activities to support JLL and/or operations, including, but not limited to moves/reconfigurations, events, reception, and building operations.
• Maintain and propose emergency response plans including evacuation, implementation of after-hours emergency response, and environmental health and safety.

Requirements

• Prior experience in facilities with a pharmaceutical or bio-tech environment.
• Knowledgeable of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous.
• Understanding of basic technical aspects of property (computer room air-conditioning, chiller system, fire protection system, mechanical & electrical system) is advantageous.
• Proficiency in a range of information technology tools and platforms.
• Excellent communication, organization and problem-solving skills.
• Ability to work independently with little supervision and effectively deal with stressful situations.
• Perform/support/oversee minor carpentry, furniture, plumber or electrical repairs.
• Monitor and provide consistent response and follow-up to BAS / Security / Fire Alarms.
• Self-motivated; confident, energetic and flexible.