Facilities Coordinator

3 days ago


Ho Chi Minh City, Vietnam 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.
JOB DESCRIPTIONTITLE
Facility Coordinator cum Receptionist

BUSINESS UNIT
IFM
REPORTING TO
Facility Manager
POSITION GOALS
Assist the Facility Management team in the delivery of services especially all help desk issues & user services.
To assist in the maintenance of the premises including any designated financial, maintenance, procurement, and asset & vendor management.
Develop an understanding of and sound working relationships with key representatives of the client and key suppliers/service providers with whom you operate in support of the site.
Specifically manage the role of the receptionist, the office assistants.
DUTIES AND RESPONSIBILITIES
Reception & Front Desk Management

Manage the receptionist in the discharge of the front office duties such as;
Receptionists to project a friendly and welcoming image to Client’s visitors
Assist visitors to determine the purpose of their visit
Issue visitors with pass as per categorization accordingly
Maintain Log-book to record visitors name
Notify host/alternative contact of visitors arrival
Invite visitors to take a seat at the waiting area
Adhere to Client’s/JLL’s predefined dress code
Ensure that reception area is kept tidy at all times
Manage bookings of meeting rooms
Manage incoming and outgoing mails
Place Client’s corporate literature neatly in waiting area
Handle all incoming calls to Clients
Calls are answered with appropriate greeting;
Calls are answered within 3 rings
No client should complain of dropped calls, except for technical fault
Facilitate the booking of Meeting Room
Divert all calls as requested during Emergency or Practice Drills;
Receive all in-coming mails and parcels and sort by department and place within ‘pigeon hole’ for collection by respective department
Coordinate for courier/dispatch to collect the completed forms (by individual departments) and goods to be delivered out
Maintain logs for monthly cost reconciliation by finance
Receive calls from end-users on ad-hoc requests and maintain records
Assist with Booking hotels/ travel including air ticket, car rental.
Assist with Visa/work permit for client’s customer
Reconciling invoices from courier services with monthly dispatching list & request for payment;
Checking & refilling stationery stock and requesting for payment monthly;
**Archived File keepers**: Keeping records, making requests for retrieval delivery/pick-up, new carton pickup, as well as payment every month;
Keeping records of all moving asset docs
Any other assignments from Facility Manager.

Corporate Amenities
Oversee pantry services, presentations and staff events
Manage kitchen equipment inventory and maintenance
Ensure the general cleanliness of the office and the management of the Janitorial team
Manage fleet management & act on user feedback
Procurement of copier refills, office equipment [non IT equipment] and plants for the office

Management & Administration
Manage offsite record management operations including documents collection & retrieval
Review and spot-check your areas of responsibility to ensure that suppliers/service providers are meeting contractual obligations to the client.
Assist with detailed floor inspections on a routine basis.
Monitor the Help Desk system as it effects your area & ensure that rectification works are recorded & action-ed in a timely manner
Ensure your aspects of the working environment meet all requisite OH&S Standards.
To ensure the smooth running of meetings &/or events
Assist with Business Unit relocations or ‘ad hoc’ projects.
Assist with critical out-of-hours issues & participate as a key team member in response to emergency situations
If appropriate, liaise closely with the client on-site representatives to address problems and/or enha


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