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Job Listing Detail

Facilities Coordinator

Job Reference
Department
Integrated Facilities Management
Division
Department of Foreign Affairs and Trade
Employment Type
Full time
Location

One for Hanoi and one for PhnomPenh-Cambodia

HR Contact

Vo Thi Kieu Anh
Head of Human Resources
t: +84 8 3910 3968 
kieuanh.vo@ap.jll.com

Role Objectives

​The Facilities Coordinator will assist the Facilities Manager/Assistant Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team.

Accountabilities
  • Client/Stakeholder Management
    1. Provide superior customer service to meet on-site client's expectations.
  • Procurement & Vendor Management
    • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works);
    • Assist in the procurement of vendors and services as required.
  • Finance Management
    • Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner;
    • Ensure prompt and accurate management of purchase orders.
  • Health & Safety Management
    • This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules;
    • Review contractor Safe Work Method Statements (SWMS) prior to works being undertaken on site. 
  •  Site Operations Management
    • Assist in the implementation of Industry Best Practice operations;
    • Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times;
    • Seek ways to constantly reduce costs and improve operational standards;
    • Maintain premises in neat and good working condition at all times;
    • Maintain duplicate office keys in good order.
  • Risk Management
    • Assist in the implementation and management of property risk management program;
    • Support the implementation and monitoring of disaster recovering and business continuity plans;
    • Follow established escalation procedures and incident reporting procedures;
    • Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
  • Achieve Key Performance Indicators and Service Level Agreement targets.
Required Qualifications
Ideal Experience
  • Prior experience in high profile complex facilities, property management, hospitality or related fields;
  • Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialised services;
  • Understanding of fundamental technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system);
  • Proven experience working with limited supervision. 

 
​Critical Competencies for Success

  • Firm First Mindset
    • Able to cooperate and work well with others to meet targets;
    • Support the team effectively as and when needed;
    • Proven ability to commit to flawless execution while complying with firm's procedures and standards.
  • Client Focus & Relationship Management
    • Able to interact with the all levels of DFAT and diplomatic staff and vendors confidently and with ease;
    • Ability to manage conflict and conflicting priorities;
    • Demonstrates ability to work with vendors to deliver efficient services;
    • Demonstrates proactive & professional approach to customer service;
    • Has a customer-oriented attitude.
  • Project Management & Organisational Skills
    • Proven ability to manage multiple and complex operational matters on a daily basis;
    • Demonstrates ability to prioritise and manage the completion of projects in an efficient and timely manner.
  • Security Clearance
  • Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks). 

Other Personal Characteristics
  • Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively;
  • Ability to effectively deal with stressful situations;
  • Able to work independently;
  • Self-motivated, confident and energetic;
  • Flexible – able to adapt to rapidly changing situations;
  • Goal-oriented – able to focus on meeting all performance targets;
  • Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener;
  • Exhibits honesty and trustworthiness.​