Responsible for handling incoming and outgoing mail and calls including distribution of any messages.
Receive, inform and guide visitors including co-ordination with client employees.
Assist in the preparation of the conference / telepresence / meeting rooms as required
Badges Management : Issue and manage ID and access badges for new hires / vendors / visitors and maintain records.
Provide administrative support to the FM.
Coordinate the repair and maintenance of office equipment and in the ordering in of office supplies.
CMMS Ticket management (including problem / issue report management, checking and ticket forwarding / dispatching)
Undertake administrative duties to support the FM such as Site inspections and EHS walk around / documentation
Participate as a team member in responses to emergency situations for facilities matters
Manage invoices, ensure commitment & payment records are maintained and that payments are received by vendors.
Directing first-line complaints regarding soft services to Facilities Management team
Ensure compliance with all governmental regulations on behalf of the client.
Ensure effective completion of all incident reports.
Ensure compliance with Jones Lang LaSalle minimum audit standards, best Practice, policies and procedures.
Assist the Facilities Manager in developing a close working relationship with all the vendors
Assist FM on generating PO and Goods receiving
Finance Management : Support Facility Manager in initiating and closing purchase orders.
Key Performance Measures
Quality / KPI scores
Employee management & feedback program
Supplier Management and per
Ability to effectively interact with clients, building business relationships and knows the importance of quality customer service, discretion and confidentiality
Open to direction but enjoys working from own initiative and anticipating the needs of staff
Highly professional, organized and committed to excellence
Developed time management, effective at prioritising tasks and an ability to switch between responsibilities at short notice
Excellent attention to detail and a desire to achieve the highest standard and to be a team player
Excellent interpersonal and communication skills
Outgoing, friendly and calm, even under pressure
Enjoys organising and coordinating events
Enjoys a high pressure environment and working with people
A clear communicator with excellent verbal and written skills
Experience and skilled at managing a switch board
Proficiency to learn new computer systems, already having experience and strong knowledge of Microsoft Word, Excel, Outlook and PowerPoint
Experience in Resource Scheduler (Global Hospitality Booking System), but not essential as training would be provided
Other Personal Characteristics :
Results Oriented : The Facilities Coordinator must operate to time bound action plans in all areas of responsibility, and must ensure that deliverables are met according to schedule.
Direct Client Service : The Facilities Coordinate will provide reception services and hospitality services; where necessary they may manage those services
Leadership and Influencing skills : The Facilities Coordinator must be comfortable working in a matrix organization, with a strong focus on collaboration combined with interpersonal skills and the ability to influence outcome
Strong emotional intelligence
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