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Title - Facilities Coordinator
Business unit - Integrated Facilities Management – Work Dynamics
Reporting to MY Site Lead (based in Petaling Jaya)
Key stakeholders - Various client key stakeholders based at Merck Office, Petaling Jaya
(The Ascent Paradigm)

What this job involves –

To be the professional face of the client organisation and deliver a seamless outstanding reception experience to the client.  To provide administration support to the JLL Facilities Team.

Operations Management

Assist in the implementation of Industry Best Practice operations.Report and follow up of building management issues.Maintain and assist of Merck EHS requirement, including floor warden and first aid lists/supplies.Maintain access control and key register, allocations and supplies, as requiredProvide facilities reporting and administration requirements.Be accessible for escalation of all FM related issues.Manage Corrigo WO wok process.To ensure timely and accurate completion FM reports pertaining to assigned Facilities Duties and Responsibilities.Oversee and ensure all PPM works are carried as per schedule.Prepare monthly reporting as requested.Oversee daily site inspection, identify and follow up any irregularities.This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors to comply with the requirements of the health and safety guidelines, policies and rules.

Client/Stakeholder Management

Provide superior customer service to meet on-site client’s expectations.Administer Ricoh Booking System for room and desk bookings.Build and develop effective client/stakeholder relationships across multiple levels of the organisation.Ensuring any faults or defects are recorded and reported to ensure an outstanding client experience is maintained.Draft email communication (Newsletters) in alignment with GRF standards.

Procurement & Vendor Management

Manage the induction of all contractors on site to ensure they perform to the required standards (PTW, JHA, RA, SOW).Manage procurement of vendors and services.

Finance Management

Ensure all operation related invoices are appropriately processed and tracked.Assist 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 the financial system, as required.Process all incoming supplier invoices within agreed timelines including validation, record keeping/reporting/filing and updating related process documents.

Reception Services Management

Provide backup coverage during reception absences:Coverage for reception counter.Represent Merck professionally, creating a consistent, warm and welcoming environment.Greet staff and visitors, facilitate visitor sign-in/out procedures, and announce visitors as required.Answer and direct incoming calls, record messages, and ensure proper message delivery.Route emails to appropriate teams/individuals (Info Mailbox).

  Access Control Management and Site Security

Issue and program access cards (new staff, visitor and contractor) including system data entry and documentation management.Deliver FM onboarding process to new staff via email.Support offboarding procedures for departing staff.

Event Support

Oversee and provide support when require for any setup of event held in site.Oversee and ensure the Audio-Visual services are in place and the necessary preparations have been made and are in working order and assist as required to ensure a smooth-running meeting.

Compliance and Risk Management

Maintain thorough understanding of requirements, rationale, and processesEnsure all risk assessments use correct templates and follow proper guidelinesComplete risk assessments with appropriate plans and targetsCollaborate with vendors and on-site teams to execute correct processesFollow established escalation and incident reporting proceduresAdhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

KPIS & Targets

Achieve Key Performance Indicators and Service Level Agreement targets for reception and all administration support.

Employee Specifics - Sound like you? Why don’t you apply? To apply you need to be: –

A motivated self-starter with a proven track record of successfully delivering best practice and quality to their client. 

Prior experience in facilities, property management, hospitality or related fields preferredIntermediate knowledge of Microsoft Office SuiteMust present a professional and friendly corporate image to clientsAbility to interact well within a teamAbility to learn new systems quicklyAbility to confidently interact with all levels of the organisationSelf-motivatedMinimum twelve (12) months experience in a corporate environment

Critical Competencies for Success

Client Focus & Relationship ManagementDemonstrates proactive & professional approach to customer service and stakeholder engagementAbility to interact with a wide range of client staff, including senior levelsAbility to manage conflict and balance between client and firm requirementsHas a customer service oriented attitudeAbility to be flexible and accommodating in approach and work with changing situations on a regular basis.Organizational SkillsExcellent planning & organizational skills to prioritize work and meet tight deadlinesProven ability to manage multiple and complex operational matters on a daily basisFirm First MindsetAble to cooperate and work well with others to meet targetsSupport the team effectively as and when neededProven ability to commit to flawless execution while complying with firm’s procedures and standards

Key skills

Problem-solving skills and capacity to deal with ambiguity as well as ability to effectively deal with stressful situationsAble to work independently, self-motivated; confident & energeticFlexible – able to adapt to rapidly changing situationsGoal-oriented – able to focus on meeting all performance targetsStrong communicator – good presentation skills and possesses strong verbal & written communication skills (English); also an active listener

Location:

On-site –Kuala Lumpur , Malaysia

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