Business Support, Administrative Assistant (Pasay)

Facilities Coordinator

Corporate Solutions (Integrated Facilities Management) – Region/Country

Role And Responsibilities

OVERALL ROLE

The Facilities Coordinator will assist the Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team.

Major Responsibilities

• Client/Stakeholder Management
• Provide superior customer service to meet on-site client’s expectations
• Procurement & Vendor Management
• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
• Assist in the procurement of vendors and services as required
• Finance Management
• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Ensure prompt and accurate management of purchase orders in JDE
• Health & Safety Management
• Conduct regular audits to ensure safety procedures on site are in place and working
• Assist in carrying out safety procedures when needed
• Site Operations Management
• 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
• Maintain duplicate office keys in good order
• Assist with receptionist coverage from time to time
• 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
• Risk Management
• Assist in the implementation and management of property risk management program
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Follow established escalation procedures and incident reporting procedures
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets
  
  
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience


• Prior experience in facilities, property management, hospitality or related field preferred
• Knowledge 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, BMS system) is advantageous
  
  
Critical Competencies for Success

• Firm First Mindset
• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm’s procedures and standards
  
  

• Client Focus & Relationship Management
• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• Has a customer-oriented attitude
  
  

• Project Management & Organizational Skills
• Proven ability to manage multiple and complex operational matters on a daily basis
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner
  

Other Personal Characteristics

• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
• Ability to effectively deal with stressful situations
• Able to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener
• Exhibits honesty & trustworthiness
  
  

KEY STAKEHOLDERS

Client staff

Specialized vendor staff

INDIRECT SUPPORT

REPORTING TO

To be advised