Workplace Facilities Coordinator, Marina One
Työnpaikan tunnusnumero
GWS Segment
Roolin tyyppi
Kiinnostuksen kohteet
Asiakaspalvelu, Tilojen hallinta
Singapore - Singapore
To provide administrative support to the Facilities Management team in accordance with clients’ policies, procedures and processes. Assist Facilities Management team in the delivery of services to meet client’s expectations. Develop an understanding of and good working relationship with key representatives of the client, suppliers and team members.

To provide comprehensive facility, contract and procurement management for non-technical services to the client, with a focus on continuous improvement.  To achieve financial and other targets established by the Facilities Manager. Achievement of the Key Performance Indicators and Service Level Agreement targets in accordance to the Master Services Agreement.

As part of the Facilities Management service delivery team, the Facilities Coordinator will also be an ambassador for CBRE business – and will be expected to uphold CBRE’s ‘RISE’ values as set out below:

Respect - Treat everyone with dignity, value their contributions, and help one another succeed.
Integrity - Uphold the highest ethical standards in our business practices
Service - Uphold the highest ethical standards in our business practices.
Excellence - Dedicate ourselves to making a meaningful impact with our clients and in our communities.

This role will report in to the Site Facilities Manager (CBRE) or another manager as delegated by the Regional Account Director (CBRE).

This Position Details covers the following roles 
  • Workplace Services Co-ordinator
Using a flexible and adaptable approach the responsibilities of the role include:
  • Meet and greet clients and visitors;
  • Act as the first point of contact for all incoming phone queries, managing requests and room bookings;
  • Operate the Meeting Room Booking System (MRBS) for booking requests, enquiries and reports;
  • Assist the internal site management team acting as the conduit for client requests as well as other requests as required;
  • Full compliance and consistency with the contract and CBRE GWS business systems;
  • WHS policies and procedures are met and maintained by all stakeholders.
  • Support and assist the Guest Relations Manager / Facilities Managers on daily tasks as required;
  • Manage the office in actioning, and managing all maintenance client or tenant requests;

1. Financial 
  • PO and invoice processing
  • Checking statements & requesting for missing invoices
  • Annual budget preparation
2. FM Operations

  • Greet and assist visitors and guests including the provision of support business services including acting as the interface between the client / visitor stakeholders and internal management staff;
  • Coordinate all tenancy related requests and issues including meeting room bookings, set-up and management and the provision of temporary offices;
  • Assist with the management of subcontractors such as:
  • Collection of subcontractor documentation
    • Reviewing of works
    • Provide support on building management issues when required;
    • Develop and review internal documentation as required by the CBRE GWS internal management systems e.g. role relevant procedures, Building Rules, WHS documents
  • Provide coverage for the coordination of the Guest relations and soft-services operations
    • Attendance on-site on a full time Monday-Friday (excluding Public Holidays) basis. Some after hours work attendance may be required from time to time
    • Respond to report issues and coordinate efficient and effective responses
  • Schedule and supervise some of the Service Contracts to ensure that they are performed to the levels and for the frequencies as set out in the individual Service Contracts. This will include scheduling and supervision of essential services and other statutory maintenance inspections and certifications.
  • Monitor job requests and follow up to ensure completion. Provide feedback to client when required for overdue works;
  • Assist with the management of subcontractors such as:
    • Collection of subcontractor documentation
    • Sign in/out of Subcontractors
  • Maintain and periodically recommend to the Clients appropriate updates to documentation to reflect any changes to the Building;
  • Coordinating contractor paperwork and inductions
  • Be the first point of contact for any maintenance issues such as broken facilities, special request, etc
  • Ensuring the office space is well maintain (tidiness, safety, compliance, cleaning, unpacking dishwasher, re-stocking of pantry supplies, whiteboard clean, etc)
  • Preparing office space for events/ meetings/ training organised by the company and be able to respond to their ad hoc requests without delays
  • Preparing meeting and training rooms for events/ meetings/ training organised by the company and be able to respond to their ad hoc requests without delays, including catering requests, AV support, room sets and  equipment management.
  • Administration support
  • Ensure compliance with relevant laws, regulations, codes and standards;
  • Ensure full compliance with CBRE GWS business systems, including the Quality Management System (QMS), Occupational Health & Safety System(OH&S) and Environmental Management System (EMS), & soft copy information is stored on the S Drive.
  • Understand the WHSE requirements and processes for work tasks and the elimination of workplace hazards 
  • Participate in near miss, hazard and incident reporting and follow up on corrective actions 
  • Conduct work activities in accordance with proper procedures, equipment, and training and in accordance with CBRE GWS Management system.
  • Report hazards, unsafe work practices, near misses, or incident immediately to your supervisor
3. Customer
  • Foster and maintain positive working relationships with clients, client sub-contractors, suppliers and consultants.
  • Assist in the management of the contract and service delivery in accordance with Contract KPI’s & client expectations of your role. 
  • Manage customer relationships to a level that would result in the client being prepared to recommend CBRE GWS to others.
  • Assist in the preparation and provision of monthly reports and information as required. 
  • Participate in client meetings including the preparation of the meeting agenda and minutes as required.
4. Others 
  • Actively participate in the Project Churn and Office Migration
    • Assist FM in coordinating with the Move Vendor and business  representatives
    • Ensure office is set-up completed and as per plan prior to site daily opening hours
    • Assist FM in ensuring vendor agreements are in place prior to the office move
  • Participate in continuous improvement programs, best practice development and facility management activities.  
  • Coordination with landlord / landlords agent in terms of general facilities and building activities and events
  • Participate in continuous improvement programs, best practice development and facility management activities 
  • Other responsibilities as assigned from time to time  
Skills, Abilities, and Experience Required
  • Good written and verbal communication skills
  • Min 3 years relevant experience in facility management and office administration
  • Vendor management experience preferred
  • Problem solver with ability to work with deadlines
  • Organized and detailed with good scheduling, prioritizing, and multi-tasking skills
  • Must be a team player with a “can do” attitude and adhere to departmental core values and consistently demonstrates professional behavior 
  • Intermediate experience with MS Excel, Project, PowerPoint, and Word