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Facilities Officer

Taikoo Shing , Hong Kong SAR

Ref#: 20002303

Date published: 21-Jan-2020

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JOB SUMMARY

The purpose of this position is to provide assistance to the facility management team to ensure the successful competition of client facility needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Follows up with clients to ensure customer satisfaction.

  • Responds to client inquires and concerns. 

  • Ensures timely and quality service delivery to clients.  

  • Creates work orders and assigns work orders to multiple technicians, subcontractors and vendors. 

  • Communicates work orders to technicians and assists management in resolving problems.

  • Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.

  • Maintains files on work orders, proposals, and department files.

  • Creates vendor files and checks accuracy on completed paperwork submitted by vendors.

  • Uses pc and/or PDA for work order system, email, ESS and training.  Assist with process and procedure training.

  • Trains vendors on work order and billing procedures.  Processes invoices and ensures proper cost center coding.

  • Creates vendor account in Oracle and assist to raise PO, process the invoice via Stream system, prepare the reports.

  • Space planning coordinator and update IWMS system. Blue work management ensure actual workstations numbers and types are matched with our IWMS system.

  • Assists with the inspections on the facility campus.

  • Act as coordinator for the fleet, organize and coordinate the repair and maintenance for the office; follow up with office maintenance and cleaning service.  Act as a backup for facilities manager.

  • Other duties may be assigned.

EDUCATION and EXPERIENCE

High school diploma or general education degree (GED) required.  Minimum of two years of related experience and/or training.

COMMUNICATION SKILLS

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

FINANCIAL KNOWLEDGE

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY

Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.

OTHER SKILLS and/or ABILITIES

Basic skills with Microsoft Office Outlook. Physical requirements include stooping, standing, walking, climbing stairs and ladders and ability to lift and carry heavy loads of 50 lbs. or more.

SCOPE OF RESPONSIBILITY

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.