Facilities Coordinator

4 weeks ago

Ho Chi Minh City, Vietnam JLL Full time

JLL supports the Whole You, personally and professionally.

What this job involves

Bringing enhanced comfort and efficiency to the client working office
- The Facilities Officer main responsibilities are to provide prompt and efficient facilities service to maintains smoothly operations with discipline. The Facilities Officer is also required to provide administrative support to the team.
- To achieve the timely and efficient delivery of Facility Management services to Client's staffs in Client’s Sites and support of their business needs in accordance with the Service Levels and Key Performance Indicators set out in the IFM contract.
- Provide superior customer service.
- Ensure feedback from client sessions is recorded and actioned to the satisfaction of the end user.
- Pro-actively manage client expectations ensuring that the service levels are well performed and maintained.

Duties and responsibilities

General
- Manage process of First Day at Office (FDO) and Last Day at Office (LDO) and badge issuing for JLL member as well as contractor's employees on site while be sure on compliance client regulation. Be responsible on the precision of document submission for badge issuing.
- Supervise contractor service as required.
- Manage petty cash and some minor spend for internal team activities.
- Assist in carrying out safety procedures when needed
- Manage and drive recognition program and internal team meetings, events (engagement program, team outing, team buildings, birthdays )
- Plan and conduct training activities according to Company and Site-specific training program.
- Assist mail room/action line/inventory management coverage upon required.

Site Operations and Program
- Participate in the implementation of FM Best Practice operations.
- Partnership with client SPOC to conduct site inspections and assessments of and facilities always maintained. Acting of improvement to lift facilities standard upon required.
- Handle any program assigned upon time of such events.

Administration
- Own attendance tracking process, man-hours tracking/ monthly report to ensure labour and RBA compliance.

Be RBA coordinator, central point of contact once RBA audit, Ethic audit and other site non
- technical audits, coordinate and gathering all respondent from vendor ref and other functions team once any audit.
- Coordinate with HR on effective communication to employees on new programs and requirements.
- Coordinate with functional managers for new employee orientation program and other educational and training programs on changes in benefits, diversity, and track participants, training records.
- Greet and guide visitors upon their arrival. Maintain visitors’ registration record. Issuance and return of staff/visitor access card.
- Maintain and update JLL APAC contact list & site staff phone list on regular basis.
- Meeting room booking arrangement. Meeting room facility checking & setup before each meeting upon user’s requirement.
- Support in case of employee business travel ticket/hotel booking/ Travel Insurance document (JLL)/taxi. Taxi card and spend tracking within budget allocated.
- Other facilities support services upon request by Site Manager

Helpdesk (as supporting job upon required)
- Provide 24x7 helpdesk hotline number for logging service requests.
- Conduct analysis of service requests for clearance as well as improvement
- Conduct customer satisfaction survey to show proactive follow-up and satisfactory closure to mitigate unsatisfied feedback.
- 100% of requests to be processed immediately if received within business operating hours for Intel Vietnam account.
- Active involvement in monitoring and achieving the required Key Performance Indicators
- Participate in all Building and Employees Service activities to running its department function smoothly.
- All performance required complied with all rules and regulations and all alignments with Client at site

Keeping stakeholders engaged
Every business aims for client satisfaction—but we take it up a notch If you can take in the same passion for looking after our relationship with all our stakeholders—management, clients, vendors—we’ll be more than happy to work with you. Because in this role, you’ll be a vital element in keeping our communication lines with them open and strong. One way to do so is to ensure everyone follows the established key operating procedures to achieve standards. Another way is to schedule regular meetings to understand stakeholder’s needs.

**Sound like you? To apply, you need to be**:
Smart
Do you have more than three years’ experience in facilities management? Are you driven by service excellence? Are you knowledgeable in local labour law and employees service? We’d love to speak with you

Articulate
Excellent communication skills are vital—both spoken and written—as we’ll expect you to work independently in cascading high-level communications and boosting staff/client satisfaction.
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