Workplace Coordinator

JLL supports the Whole You, personally and professionally.
Title
Workplace Coordinator/FE (Soft Services)
Business unit
Integrated Facilities Management
Reporting to
Assistant Manager (Soft Services)
Key stakeholders
Nil
Direct reports
Nil
Duties & responsibilities
Site operations management.
Monitoring of Housekeeping related activities.
Arrangement of all consumables and supplies for Client / VIP visits.
Interfacing with the pest control for carrying out the pest control activities at the facility.
Monitoring the mail room activities.
Preparing the Daily/Weekly and Monthly reports.
Ensuring all compliance audit documents are submitted by vendor in compliance audit site.
Interacting with the housekeeping vendor.
Taking facility rounds and find out snags and raising Corrigo tickets for the same.
Follow up and close the corrigo tickets logged as per SLA.
Effectively manage ground team to ensure an on time deliverable system.
Routine inspection of all services to ensure performance measures are being maintained.
Support the Assistant Workplace Manager in all administrative functions, security issues and Workplace services and any other administrative functions deemed by Client.
Ownership of the day-to-day administration, including reports generation of the inventory tracker.
Briefing all the housekeeping/mailroom staff during shift deployment and communicate the priorities of the day and address complaints.
Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions.
Communicate to the Assistant Workplace Manager all incidents’ issues and pending problems.
Identify issues at workplace and initiate immediate rectification actions.
Monitoring cafeteria kitchen cleanliness, vending machines, stock maintenance and all-time availability of the same.
Monitoring the food vendors at site.
Soft services stores and stocks to be maintained as per standards.
Indent monthly requirements for soft services as per the month's budget.
Involve in Vendor staff Training & Development.
Manage concierge requests from client through office boy.
Manage laundry.
Maintaining stock and issuing of sports equipment’s, kitchen equipment’s & breakage count.
Maintain artifacts asset register on quarterly basis.
Vendor grooming and real time monitoring of services and periodic reviews and maintain performance evaluation on monthly basis.
Ensuring vendor background checks are maintained on regular basis.
Performance objectives
Provide Superior Client Service (weighting 50%)
Initiative or Process Improvement in Functional Area (weighting 40%)
Personal and Professional Development (weighting 10%)
Key skills
Team handling experience
Should have good working knowledge on soft services
Computer Knowledge
Should have good communication skills
Employee specification
**What this job involves**:
Prioritising the facilities’ needs
Working with both the facilities manager and the assistant facilities manager, you’ll oversee the property’s day-to-day operations and ensure that all administrative functions, security issues and facility services are covered. Likewise, you’ll strive for continuous improvement in the process.
You’ll also keep an eye out on the property’s supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine. Likewise, you’ll manage supply and service contracts as approved by clients.
In addition, you’ll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You’ll also be on top of health and safety issues that may arise, and actively participate in reviewing them.
Also part of your mandate is to monitor the property’s budget. As the person in charge, you’ll make sure that there’s enough petty cash to support operations. You’ll also see to it that vendor invoice processes comply with standards.
Going above and beyond expectations
Client satisfaction is second nature to the person in charge. In this role, you’ll take on difficult issues and seek out opportunities to improve operations. You’ll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements.
In addition, you’ll carry out routine service audits to ensure that the team maintains its overall performance. You’ll also be in charge of creating stock reports, meeting minutes and monthly management reports to the clients.
Strong knowledge of property operations
Solid background in team management
Are you an adept leader with a proven track record in managing a team? Are you capable of effectively rolling out improvement plans? Do you possess superior communications and reporting skills? If these soft skills are your areas of expertise, then we are more than thrilled to have you aboard.
**What we can do for you**:
At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entre