Facilities Coordinator, Ang Mo Kio
Job-ID
139005
Veröffentlicht
28-Nov-2023
Organisation
GWS Segment
Arbeitszeit
Vollzeit
Bereich
Facility Management
Standort(e)
Singapore - Singapore
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

Events
  • Primary Coordinator for conferences and big group events
  • Liaise with the requestor/user to support the development of and understand the requirements for each event.
  • Maximizing meeting space utilization by supporting the reservation and meeting space management process working with customers and the team to effectively use meeting space including addressing space conflicts and negotiating space needs.
  • Supporting day-of execution including coordination with team/vendors, last-minute logistical needs, ensuring effective set-up/execution of the event, and providing course correcting instructions/directions, when needed.
  • Managing and fostering relationships with team/vendors and other key stakeholders through effective communications, collaboration, and engagement.
  • Performing post-event duties such as expense processing, event success assessments, and assisting in collecting feedback from requesters.
  • Generate and track reports for meeting rooms, events, and calls.
  • Follow department policies, procedures, and service standards.
  • Assist and actively participate in the annual events such as fire drills, building power shutdowns etc.

Operations
  • Manage general administrative/soft services activities such as Janitorial, etc., and any other duties as assigned.
  • Inspect the office every day to ensure all office equipment works properly.
  • Ensure the day-to-day operations excellence for sites under your management and coordination.
  • Ensure set SLAs (Service Level Agreements) / KPIs (Key Performance Indicators) are fulfilled for self-service request/ helpdesk.
  • Asset / Inventory Management
  • Day-to-day “Operational” Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities requests, and to ensure No “Downtime” on critical items and/or escalated customer complaints.
  • Ensure all Facilities related documentation is filed and inventoried properly at the site.
  • Make sure a timely submission of invoices from the vendor to the finance department and payments are made on time.
  • Managing and overseeing pantry supplies, stationery/first aid items replenishment
  • Coordinate with Housekeeping to ensure that pantry and vending machine items are always in stock.
  • Ensure all employee services are managed and delivered as per customer expectation/satisfaction within SLAs/KPIs; Any ad-hoc/special requests to have the necessary approvals prior to implementation.
  • Assist in the preparation of reports and analysis.
  • Other ad-hoc tasks are assigned from time to time depending on business requirements.
  • Supporting day-of execution including coordination with team/vendors, last-minute logistical needs, ensuring effective set-up/execution of event, and providing course correcting instructions/directions, when needed
  • Managing and fostering relationships with team/vendors and other key stakeholders through effective communications, collaboration, and engagement
  • Follow department policies, procedures, and service standards.
  • Assist and actively participate in the Annual events such as Fire Drill, Annual shutdown, etc.

Finance Management
  • Verify all vendor payments, GR, invoicing, etc
  • Support to issue PO for ad-hoc requirements
 
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibilities in this position.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
 
The requirements listed below are representative of the knowledge, skill, and/or ability required.
 
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) required. Minimum of two years of related experience and/or training.
 
CERTIFICATES and/or LICENSES
None
 
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.
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