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Job Listing Detail

Facility Coordinator - Engineering

Job Reference
Department
Corporate Solutions (Integrated Facilities Management) – Region/Country
Division
Employment Type
Location

​Saigon Hi-tech park, Dist.9 

HR Contact
Role Objectives

OVERALL ROLE

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.

MAJOR RESPONSIBILITIES

  • Client/Stakeholder Management
    • 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 in JDE
  • Health & Safety Management
    • Conduct regular audits to ensure safety procedures on site are in place and working
    • Assist in carrying out safety procedures when needed
  • 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
    • Assist with receptionist coverage from time to time
    • Provide FM support for meeting room bookings where required
    • Coordinate with pantry staff to ensure that pantry and vending machine items are always in stock
  • 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 

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

Prior experience in facilities, property management, hospitality or related field preferred

Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous

Understanding of basic technical aspects of property (Computer Room Air‐conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous

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 general client staff & vendors 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 & Organizational Skills
    • Proven ability to manage multiple and complex operational matters on a daily basis
    • Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner

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 & 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 & trustworthiness

KEY STAKEHOLDERS

Client staff

Specialized vendor staff

INDIRECT SUPPORT

Accountabilities
Required Qualifications