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Facilities Coordinator

Singapore , Singapore

Ref#: 9677247924

Date published: 2-Jul-2020

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Key Responsibilities:
  • Respond to client inquiries and concerns. Ensure timely and quality service delivery to clients. Follow up with clients to ensure customer satisfaction.
  • Create work orders and assigns work orders to technician, subcontractors and vendors. Communicate work orders and assists management in resolving problems.
  • Ensure work orders issued are closed in time with customer satisfaction.
  • Maintain and check for accuracy on completed paperwork submitted by vendors.
  • Train vendors on the work order and billing procedures. Process purchase orders and invoices and ensure proper cost centre coding.
  • Manage contracts such as janitorial, landscaping and M&E includes holding monthly supplier meetings and completing monthly supplier measurements within the agreed timescale.
  • Manage building maintenance and all contractors who carry out works on site. Liaise, report and log defects over and above minor rectification, work with M&E engineers to ensure PPM is carried out to schedule.
  • Ensure the Annual Plan is maintained at all times to identify when statutory works, meetings and other key events are being carried out.
  • Conduct inspections on the facility and act on findings identified during the building and workplace inspections
  • Log helpdesk calls for contractor faults and required improvements.
  • Escalate urgent issues identified through to the Facilities Manager.
  • Provide assistance with basic office moves and work with the project team during on-site projects, providing assistance where necessary.
  • Maintain and actively work on the account filing system, keeping it up to date and accurate.
  • Raise purchase orders as required and ensure that financial processes are adhered to at all times.
  • Complete supplier measurements within the agreed timescales. Escalate issues and action plan
  • Ensure maintenance is carried out in line with procedures, using the permit to work system where applicable.
  • Continually communicate building issues to end users, client and management tea
  • Work with and support other members of the FM team.
  • Other duties may be assigned.

Job Requirements:
  • Supervisory experience of FM in a corporate environment.
  • Operational experience of managing EH&S and Quality Systems.
  • Self-motivated and able to motivate a team.
  • Excellent PC and MS office skills essential.
  • Customer Service Skills
  • Commercial and financial awareness
  • Excellent Contract/Supplier Management Skills
  • Good Communication skills at all levels
  • Creative thinker able to develop new ideas and solutions to client problem