Facility Coordinator

2 weeks ago

Jakarta, Indonesia JLL Full time

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
Facilities Coordinator
Work Dynamics - Integrated Facilities Management (Jakarta/Indonesia)

Ensure all employee services are managed and delivered as per customer expectation /satisfaction within SLAs/KPIs; Any adhoc/special requests to have the necessary approvals prior to implementation.
Management of “Communications” at the site including drafting and disseminating all announcements with a focus on creating collaboration between sites and improving the Service Delivery of Facilities.
Assist in driving internal initiatives including environmental initiatives, cost savings (and cost avoidances), growth initiatives, policies & procedures and initiatives that will add value to the team (and JLL), on a need basis.
Management of the Area Access Manager (AAM).
Front Desk staff Management, to ensure service delivery as per contractual requirements and best in class service. Includes leaves management, tracking of deliverables and related spent etc.
Day-to-day “Operational” Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities-requests and ensuring No “Down-time” on critical items and/or escalated customer complaints.
Ensure all Facilities related documentation is filed and inventoried properly at site.
Act as back-up to the site FM / helpdesk team/ Receptionist as and when required.
Responsible for the successful delivery of various administration functions.
Responsible for the support of Reception Services during breaks, sickness i.e. lunch etc.
Ensure the required skills levels maintenance, performance management and compliance with Facilities Policies and Procedures of reporting staff and Tier 2 vendors through, team meetings, performance measurements etc.
Facilities Management Day to Day Management and oversight of the following resources and services.
Assist in site inspections and assessments to ensure all building procedures and performance measures are maintained at all times.
Assist in the preparation of reports and analysis.
Overall accountability of direct report/s and downstream staff/s
- Administrative, HR, performance and deliverables.
Ensure staff motivation and retention.
Coaching of staff to assist them in achieving assigned tasks.
Assist and actively participate in the Annual events such as Fire Drill, Annual shut down etc.
Foresee issues and proactive measures taken in Facility, to FM.
Day-to-day Management to ensure the resigned staff returns their pass and key before signing their exit clearance. Ensure file copy is kept of the resigned staff’s exit clearance.
Day-to-day Management to create alias for Facilities team new hire using the Headtrax system as and when required.
Comply with internal Facilities Policies and Procedures, as well as client policies, as it pertains to finance to avoid all ATFs, PO and PO extensions, etc. Request from vendor Ad-hoc quotation as and when required.
Make sure a timely submission of invoice from the vendor to the finance department and payment are made on time.
Complete all of client’s (“relevant”) on-line/on-site training for internal tools, e.g. Policies, Software-specific etc.
Complete all aspects of the IPMP program for yourself, and to direct reports yearly - including performance agreements, mid-year reviews, career discussion and end-of-year review. Monitor the staff's performance and ensure to follow all policies, procedure and practices.
Managing of pantry supplies, stationery/first aid items replenishment.
Coordinate with House-keeping to ensure that pantry and vending machine items are always in stock.
Other adhoc task assigned from time to time depending on business requirements.
Ability to work under pressure.
Proactive and solution oriented, friendl

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