Facilities Coordinator
Jones Lang LaSalle, IP, Inc
San Jose,CRI
hace 4 días

Job Purpose :

The Facilities Coordinator manages the day-to-day client activities for the assigned property / facility and is the on-site key point of contact for key stakeholders and / or client.

The role assumes overall responsibility for medium or small site budget , accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and service desk.

Responsible for all services and operations at a medium or small site in compliance with applicable SOWs.

Key Responsibilities and Accountabilities :

Ensure compliance with approved SOPs for each service provided. If IFM member identifies discrepancies between SOP implementation and coherent applicability, must escalate issue to update or implement local variances in SOP.

Responsibilities

Governance & General Management

  • Ensure all work stated in the Master Service Agreement is completed in compliance with all governing laws, codes and regulations and in full compliance with processes, policies and procedures by all parties executing services on behalf.
  • Ensures compliance with standardized processes, policies and procedures by all parties executing services on behalf.
  • Develop and execute the annual Country / Site Operations Plan in alignment with the Regional Strategic Plan. This shall include the local priorities, projects, execution timeframe and deliverables.
  • Participate and be engaged with IFM meeting cadence (operational, strategic and best practice forums).
  • Provide visibility of opportunities in processes and programs for improvements.
  • Reporting

  • Provide financial and operational reporting on a monthly, quarterly and annual basis.
  • Ensure information reported is accurate with systems information. Advise of any data issues to address data accuracy
  • Sourcing, Procurement and Supplier Performance

    Work in collaboration and in alignment with your FM and the IFM Sourcing Regional team to :

  • Source, select, contract and manage Tier Two and Tier Three Providers.
  • Onboard and train Tier Two and Tier Three Providers as may be required.
  • Annually develop and maintain a rolling two-year Tier Two Provider sourcing and savings plan
  • Ensure all Provider invoices submitted for payment are appropriate and consistent with expenditure authorization limits.
  • Measure and track vendor performance against pre-defined set of success criteria and contract obligations utilizing metrics and KPIs where applicable.
  • Involve Ops Sup for hard services.

  • Manage T2 vendor relationship to ensure the adequate service delivery.
  • Financial Management

    Work in collaboration and alignment with your FM and the IFM Finance Regional team to :

  • Develop site budget and forecast according to regional ROB and RE&F financial processes. Follow control processes to track expenses and report against budget, forecast or other targets.
  • Expenses include operating expenses and capital expenses expenditures for IFM scope of services and lease contract related payments to the landlords.

  • Maintain and report on related PO accruals as required in timely manner.
  • Responsible for managing all expenses to conclusion and are supported by a Purchase Order.
  • Ensure contractually correct and timely payment of Tier Two Provider invoices / invoice processing (per agreed term) submitted to MS Accounts Payable.
  • Ensure invoices are correctly prepared by vendors and submitted on time.
  • Innovation, Benchmarking, & Cost Savings

  • Develop, seek approvals, and implement plans for continuous service or process improvement, cost reduction and efficiency.
  • Benchmark practices with other JLL accounts and propose improvements if applicable.
  • Change Management

    Client Relationship Management

    Marketing & Communications

    Work in alignment with your FM and the Customer Experience Regional team to :

  • Provide insights and lead change management execution for IFM workplace change projects regarding occupant experiences and requirements based on day to day facilities management.
  • Work with FM and Portfolio Manager to put in place action or communication plan to mitigate gaps of information, resistance to change or dissatisfaction.
  • Map Site’s Key Stakeholders and maintain strategic relationship to understand needs, facilitate decisions and approvals.
  • Facilitate excellence communications with clients, maintain and share all relevant information in coordination with FM
  • Execute and customize marketing and communication plans at site level according to regional program.
  • Execute Key Activities Calendar to execute communications in a timely manner
  • Environmental Sustainability

  • Work in coordination with Operations Supervisor to identify and implement opportunities to reduce carbon footprint on site.
  • Establish site-specific goals aligned with regional Environmental and Sustainability Program (Energy, Water, Waste & Recycling), define and execute action plan to achieve those goals.
  • Customer & Employee Experience

    Services according to Portfolio Matrix.

    Reception

  • Provide IFM Services according to Portfolio Matrix and Statements of Work.
  • Utilize global best practices to assure that interactions result in the highest possible level of professionalism, responsiveness and satisfaction.
  • Perform a site check in accordance to ROB activities to ensure facilities are well maintained and required services are being performed (including e-
  • suites) and report back to RE&F.

  • Align with peers on service delivery and standards. Escalate as appropriate to keep high standards and similar customer and employee experience across the region.
  • Responsibilities

    Asset Management & Capital Planning

    Work in alignment with the IFM Regional Operations and Finance

  • Document existing building deficiencies, conditions and replacement costs to develop the Lifecycle Renewal Plan, covering the entire office space infrastructure, including mechanical, electric equipment, and interior architectural finishes.
  • Update plan annually summarizing long and short-term replacement and renewal requirements.
  • Systems Operation & Maintenance, Interior Building Maintenance,

    Cafeteria Equipment

  • Work in coordination with Operations Supervisor to define and implement the annual maintenance plan.
  • Keep maintenance records and all equipment operations and maintenance manuals.
  • Business Critical

  • Implement a program plan to effectively maintain site level, business critical infrastructure in accordance with governing regulatory, Original Equipment Manufacturer (OEM), and industry accepted standards.
  • Ensure that business operations suffer no controllable interruptions by utilizing a MOP process.
  • Work Order Management

  • Execute routine walkthroughs and assessments, proactive work order entry, execution timeliness and follow up.
  • Guarantee services requested by occupants and visitors are provided, complying with the response times defined on the Response Priority Matrix.
  • Evaluate service response time and analyze occupants’ service request trends and suggestions. All metrics related to FSC need to be complied.
  • Respond to unsatisfactory comments from the requester by escalating this information to the designated contact and follow the continuous improvement processes.
  • General Cleaning & Day Porter Services,

    Furniture Management

  • Provide IFM Services according to Portfolio Matrix and Statements of Work.
  • Waste, Recycling and Document Destruction

  • Manage a secure shredding program.
  • Interior Plant Maintenance

  • Maintain all existing, new, and replacement interior plants as necessary to ensure only healthy ones are displayed.
  • Building Sweep

  • Conduct and / or coordinate periodic inspections to ensure the space experience is consistent, and areas are tidy and safe.
  • Parking

  • Work with to ensure authorized parking areas are available to employees, contractors and visitors and that these parties understand where to park.
  • Medical Kits

  • Ensure medical supplies are provided such as bandages, and related supplies for minor cuts, abrasions and burns
  • Landlord Relationship Management

  • Establish and maintain an effective and positive Landlord Relationship process to successfully deliver contractual IFM obligations.
  • In coordination with FM and RFM, represent interests in the leasehold obligations defined in the lease and lease-related documents.
  • It is expected there is a high level of coordination to ensure there are no surprises by either Landlord or RE&F.

  • Monitor Landlord contractual obligations and present any concerns to the appropriate RE&F Portfolio Manager.
  • SOWs associated

    Responsibilities and accountabilities

    Space Data Management

  • Maintain accurate Space Management Data including but not limited to Occupancy Planning, Workplace Programming, and Real Estate Strategy, along with the deliverables associated with those programs.
  • Tactical Occupancy Planning

  • Work in collaboration with FM and IFM Occupancy Planner on short term (0 -18 months) occupancy solutions per site in alignment with business requirements and Real Estate Portfolio Strategy
  • SOWs associated

    Responsibilities and accountabilities

    MAC Small Project

    Wok in collaboration and alignment with Regional Project Manager to :

  • Execute project management services for all small moves, adds, & changes (MACs) and minor space reconfiguration projects (less than USD 250K).
  • Escalate in a timely manner when risks are identified.

  • Track and report in an accurate and timely manner utilizing the authorized protocols or tools the advances of the project.
  • Provide visibility and work as One Team with MS stakeholders to ensure a seamless experience before, during and after the project execution.
  • Project Management Infrastructure Renewal

  • Execute project management services for building infrastructure improvements, excluding new construction, following LatAm limit : Projects less than US$250,000.
  • Ensure compliance with budget, schedule and scope with no business interruption maximizing end user and client satisfaction.
  • Integrator TM / PM Support

  • Support Full Scope Projects and Transaction Management according to SOP
  • Security, Fire Life & Safety and EH&S

    SOWs associated

    Responsibilities and accountabilities

    Security Operations

  • Ensure all facilities infrastructure is maintained to support security requirements.
  • Fire Life Safety

    Work with Operations Supervisor to :

  • Ensure all Fire & Life Safety systems and equipment of the office interior function in compliance with local regulations.
  • Guarantee Building safety inspection is performed and completed (Hazard assessment and Safety inspection).
  • Report for awareness and ensure corrective actions are executed.
  • Coordinate relationship with Landlords and external agencies regarding life & safety as required.
  • Area Access and Key Management

  • Ensure correct implementation of key card management program. Administer and monitor it.
  • Environmental Health and Safety Management

  • Attain zero preventable incidents.
  • Work with Sourcing Regional team to provide qualified vendors in EH&S.
  • Emergency Response / Disaster Recovery

  • Coordinate and maintain the RE&F component of the Emergency Response Plan (ERP).
  • Academic Background :

    Bachelor’s degree in Business Administration, Engineering, Architecture and related fields.

    Experience :

    2-4 years’ experience in facilities, property management, hospitality or related field; managing both soft and hard services in corporate offices.

    Desirable : experience working in technology industry, project management.

    Technical Skills :

  • Knowledge of vendor management for specialized services
  • Budget management and financial skills.
  • Knowledge of local occupational health and safety requirements
  • Desirable : Knowledge of Project Management.

    Languages :

    Fluent in Spanish (If Brazil, Portuguese) and intermediate English.

    If Brazil : Desirable Spanish.

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