Job Description

Title

Facilities Coordinator

Reporting to

Malaysia, Facilities Manager.

Location

Pasir Gudang, Johor Baharu, Malaysia.

Direct reports

Cleaner\xe2\x80\x99s and landscapers.

Summary

Facilities coordinators oversee the maintenance of a building oil Terminal. They ensure the Terminal are safe and that all equipment and devices (e.g., garbage disposal, grass cutting, weeding, aircon maintenance, office housekeeping, plumbing, minor electrical works, etc.) operate properly.

• Ensuring a high level of client satisfaction, establishing and managing the service delivery team, delivering key initiatives as well as ensuring consistency in processes, systems, and reporting.

• Ensuring the efficient and consistent operation of all facility activities to meet contractual obligations with respect to the scope of the work portfolio of the client throughout.

• Achieving the client\xe2\x80\x99s outsourcing objectives of cost savings, high quality, consistency, and risk management.

• Ensuring compliance with health and safety regulations

Responsibilities:

Be the single point of contact for the client and will be responsible for:

• Performs preventative and corrective maintenance on-site to critical facility systems.
• Arrange for regular maintenance of equipment and internal systems (e.g. Mechanical Air-con, coffee machines alarms, security cameras, etc.)
• Performs maintenance repairs, corrective maintenance, and installations.
• Monitor activities that happen outside the building, such as proper waste disposal and recycling
• Coordinate office and parking space allocation when required.
• Arrange food and drinks for the Terminal activities as when required.
• Restock office and pantry supplies.
• Design and oversee the schedule for cleaning and disinfecting the building.
• Fixing minor issues in appliances or arranging for repairs when needed
• 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.
• Provide FM support for meeting room bookings where required.
• Leads and coordinates critical infrastructure operations.
• Develops project scope with management for life-cycle maintenance/end of life infrastructure projects and critical replacements.
• Manage budgets for spare parts and control costs associated with supplier services.
• In charge of imparting training to technicians and overseeing their daily tasks.
• Work in conjunction with Quality System (QS) personnel to define and implement the Health, Safety and Environment (HSE) procedures, ensuring compliance with company HSE standards for secure operations.
• Respond to any emergency calls on the weekends, public holidays, and during and after business hours.
• Assist in ad-hoc HSE tasks/projects as required.
• To prepare weekly work progress report for Supervisor.
• Any other related issues pertaining to properties, building works, safety and security.
• Any other ad hoc duties as and when assigned by Management.
• Maintain an updated record of invoices from external partners (e.g. suppliers, insurance agents, security guards)
• Maintain, update and implement PPM schedule in a timely manner.

Vendor Support

• Manage multiple vendors including hard and soft skills to deliver services on time and within budget.
• Facilitates selection of vendors for outsourced maintenance activities.
• Directs vendors on highly skilled tasks to ensure that maintenance activities are carried out per HSE standards and other requirements.
• Tracks and implements the work approval process for critical service providers (including briefing at the start of work, control of work during the day workday/shift, final review of the work carried out)
• Manage vendor procurement processes in accordance with agreed client procurement guidelines as well as JLL procurement best practices.
• Be responsible for the achievement of the key performance indicators, service levels, and other measures as contracted.
• Implement and manage the change control process.

Site Administration, Finance & HSE Support

• Identifies and brings up process discrepancies to Supervisor.
• Work with manager to track spending, vendor cost and plan of finance budgets.
• Ensure timely submission of finance report / billing.
• Track, collate and submit of vendor cost and invoices for reporting.
• Source and prepare quote for submission to client.
• Provide administrative support to the team as when required.
• Perform site inspection regularly in terms of HSE, and report, unsafe act, conditions and assets damage and end of life for replacement, fixing & maintenance.
• Participate in Main office, Terminal operation and & HSSE meetings as when instructed or required.
• Conducts toolbox, Safety standdown, Learning from Incidents
• Assists management with maintaining documents.

Key Skills Needed

• Electrical Engineering
• Mechanical Engineering
• Proficient in Microsoft Office (Excel, Power Point, and Word)

Requirements

• Diploma in Electrical Engineering, Mechanical Engineering, or relevant discipline.
• 3 years of experience in operating and maintaining electrical or HVAC systems.
• Excellent written and verbal communication skills in English and Bahasa Malaysia.
• Minimum 3 Years and above of experiences in Facilities Management and Building Maintenances in Industrial/Oil Terminal.
• Good knowledge of statutory requirements for building services, oil facilities management.
• Well-organized and punctuality
• Excellent communication skills with people from all levels
• Excellent negotiation skills and able to liaise with authorities and contractors.
• Supervision of preventive and corrective maintenance activities.
• Ability to demonstrate a proactive approach and problem-solving skills.
• Reliable transportation for reporting to work.
• Travel expected to be less than 10%.

Location:

On-site \xe2\x80\x93Johor Bahru, Malaysia

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