Senior Facilities Coordinator

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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Overall Role

The Senior Facilities Coordinator serves as a key operational lead responsible for facilities management oversight, vendor coordination, and ensuring compliance with service standards. This role focuses on back-of-house operations, technical coordination, and maintaining operational excellence across the BCG Singapore office. The position operates as an individual contributor with direct accountability to the client.

Duties & responsibilities

Primary Scope of Work

Facilities Management Operations:

·       Oversee day-to-day back-of-house (BOH) operations for assigned level(s)

·       Manage preventive maintenance (PPM) programs and ensure timely execution

·       Coordinate reactive work orders and ensure prompt resolution

·       Conduct quality inspections for Workplace Office

·       Oversee locker management systems

·       Coordinate with Building Management Office (BMO) on facility matters

·       Supervise site operations and ensure compliance with operational standards

·       Manage minor project works from initiation to completion

Vendor Management:

·       Manage relationships with 5 event-related vendors

·       Coordinate with 4 Managing Agent scope vendors

·       Process purchase orders (PO) and manage billing for vendor services

·       Conduct vendor performance reviews and quality assessments

·       Ensure vendor compliance with service level agreements (SLAs)

·       Escort and supervise vendor activities on-site as required

Health, Safety, Security & Environment (HSSE):

·       Lead HSSE incident reporting and management

·       Ensure compliance with safety regulations and protocols

·       Coordinate emergency response procedures

·       Escalate operational risks and emergencies directly to BCG as per governance structure

Events Coordination:

·       Coordinate event logistics including vendor purchase orders

·       Support event setup and execution in collaboration with Workplace Executive

·       Manage post-event vendor coordination and site restoration

 

Supporting Scope of Work

·       Support pantry and café operations as needed

·       Assist with meeting room preparation coordination

·       Provide backup support for office supplies management

·       Support catering logistics for events

·       Collaborate with Workplace Ambassadors on integrated service delivery

 

Reporting Requirements

 

Regular Reports:

·       HSSE incident reports

·       FM operational performance metrics

·       Financial reports including budget tracking and billing reconciliation

·       PPM completion status and compliance tracking

·       Utilities consumption analysis

·       Attendance and site supervision logs

·       SharePoint tracker updates for facilities management activities

 

Key Accountabilities

 

Client Relationship Management:

·       Maintain direct reporting relationship with Client's POC

·       Participate in day-to-day operations reporting and performance reviews led by Client

·       Support Client-led innovation and continuous improvement frameworks

·       Ensure alignment with modified governance structure impacting KPI/SLA delivery

Operational Excellence:

·       Ensure consistent service delivery across all facilities management functions

·       Drive compliance with operational standards and procedures

·       Identify and implement process improvements

·       Maintain comprehensive documentation of all FM activities

Collaboration:

·       Work closely with Mobile Technician on technical matters

·       Coordinate with Workplace Executive and Workplace Ambassadors on integrated services

·       Collaborate with multiple JLL points of contact per revised contract structure

 

Candidate Specification

Experience:

·       Minimum 5-7 years in facilities management, preferably in corporate or commercial real estate environments

·       Proven experience managing multiple vendor relationships simultaneously

·       Strong background in preventive maintenance program management

·       Experience with HSSE compliance and incident management

·       Track record of managing operational budgets and financial controls

Technical Skills:

·       Strong understanding of building systems (HVAC, plumbing, electrical, fire safety)

·       Proficiency in CMMS (Computerized Maintenance Management Systems)

·       Advanced MS Office skills (Excel, PowerPoint, Word)

·       SharePoint and data management capabilities

·       Budget management and financial reporting skills

·       Project management fundamentals

Personal Attributes:

·       Strong organizational and multitasking abilities

·       Excellent problem-solving skills with ability to work independently

·       Proactive approach to identifying and resolving issues

·       High attention to detail and quality standards

·       Ability to work under pressure and manage competing priorities

·       Flexible and adaptable to changing client requirements

Communication Skills:

·       Excellent written and verbal communication skills

·       Ability to interface effectively with client leadership, vendors, and cross-functional teams

·       Strong stakeholder management capabilities

·       Comfortable presenting reports and updates to senior management

Location:

On-site –Singapore

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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