Facilities Coordinator cum Concierge

JLL empowers you to shape a brighter way. Our people are shaping the future of real estate for a better world by combining world-class services, advisory, and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers, and find a place where they belong.

The Facilities Coordinator cum Concierge is responsible for the day-to-day delivery of integrated facilities management services across office and laboratory environments. The role combines technical coordination, vendor management, workplace experience, safety compliance, and administrative support to ensure efficient operations, high service standards, and a safe, well-maintained workplace.

Key Responsibilities

Facilities Operations & Client Management

• Act as the point of contact for facilities-related requests, complaints, and inquiries.
• Manage client and internal (JLL) Purchase Orders (POs), including issuance, tracking, and invoicing.
• Ensure timely resolution of issues and escalate critical matters to the Facilities Manager (FM).
• Maintain strong client relationships and deliver high levels of customer satisfaction.

Vendor & Contract Management

• Manage cleaning vendors and on-site staff to ensure all office and laboratory spaces are clean, safe, and well-maintained.
• Coordinate pest control services and monitor hygiene standards.
• Act as the main liaison for facilities vendors and contractors.
• Obtain competitive quotations, review scope, and support the FM in vendor selection and approval.
• Ensure vendors complete scheduled maintenance and submit monthly service reports and documentation.

Maintenance & Technical Coordination

• Provide coordination and basic technical oversight for ACMV systems, chillers, electrical systems, and laboratory facilities and infrastructure.
• Manage reactive, corrective, and ad-hoc maintenance works.
• Review and vet quotations before submission for FM approval.
• Track work completion, ensuring timely closure and quality standards.

Preventive Maintenance (PPM)

• Develop and maintain a 52-week Planned Preventive Maintenance (PPM) schedule.
• Coordinate closely with vendors on scheduling and execution.
• Monitor maintenance performance and compliance with service standards.

Workplace Experience & Concierge Services

• Act as a concierge/front-of-house representative within the client office.
• Cover reception duties, including issuing access cards and visitor passes, handling calls and couriers, and supporting guest management.
• Support event coordination, meeting setup, and workplace experience initiatives.
• Manage conference room bookings and ensure meeting spaces are fully prepared.

Space & Office Administration

• Coordinate small-scale office moves, seating arrangements, and minor fit-out/modification works.
• Manage office supplies, pantry consumables, and inventory control.
• Handle season parking applications and building communications/circulars.
• Maintain a well-organized filing and documentation system for all FM records.

Inspections, Compliance & Safety

• Conduct daily inspections of office and laboratory areas to ensure operational readiness.
• Complete daily, weekly, and bi-monthly FM checklists.
• Support workplace health & safety initiatives and ensure compliance with policies and regulations.
• Assist in organizing and coordinating fire drills and emergency preparedness exercises.
• Support and coordinate first aiders and emergency response team members.
• Ensure proper documentation of safety procedures, incident reports, and compliance records.

Building Shutdown & Critical Operations Support

• Support annual building shutdown planning and execution, including preparation of documentation and checklists.
• Assist in developing method statements, procedures, and shutdown scripts for critical systems.
• Coordinate closely with vendors, stakeholders, and FM during shutdown activities.
• Provide onsite support during shutdown periods, ensuring works are executed safely, efficiently, and according to plan.
• Track completion, validate works, and ensure proper documentation and reporting post shutdown.

Location

On-site – Singapore