Job Description

JLL supports the Whole You, personally and professionally.



Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.



Title - Facilities Coordinator

Business unit - Integrated Facilities Management - Work Dynamics

Reporting to MY Site Lead (based in Petaling Jaya)

Key stakeholders - Various client key stakeholders based at Merck Office, Petaling Jaya

(The Ascent Paradigm)

What this job involves -

To be the professional face of the client organisation and deliver a seamless outstanding reception experience to the client. To provide administration support to the JLL Facilities Team.

Operations Management

Assist in the implementation of Industry Best Practice operations.

Report and follow up of building management issues.

Maintain and assist of Merck EHS requirement, including floor warden and first aid lists/supplies.

Maintain access control and key register, allocations and supplies, as required

Provide facilities reporting and administration requirements.

Be accessible for escalation of all FM related issues.

Manage Corrigo WO wok process.

To ensure timely and accurate completion FM reports pertaining to assigned Facilities Duties and Responsibilities.

Oversee and ensure all PPM works are carried as per schedule.

Prepare monthly reporting as requested.

Oversee daily site inspection, identify and follow up any irregularities.

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 and visitors to comply with the requirements of the health and safety guidelines, policies and rules.

Client/Stakeholder Management

Provide superior customer service to meet on-site client's expectations.

Administer Ricoh Booking System for room and desk bookings.

Build and develop effective client/stakeholder relationships across multiple levels of the organisation.

Ensuring any faults or defects are recorded and reported to ensure an outstanding client experience is maintained.

Draft email communication (Newsletters) in alignment with GRF standards.

Procurement & Vendor Management

Manage the induction of all contractors on site to ensure they perform to the required standards (PTW, JHA, RA, SOW).

Manage procurement of vendors and services.

Finance Management

Ensure all operation related invoices are appropriately processed and tracked.

Assist 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 the financial system, as required.

Process all incoming supplier invoices within agreed timelines including validation, record keeping/reporting/filing and updating related process documents.



Reception Services Management

Provide backup coverage during reception absences:

Coverage for reception counter.

Represent Merck professionally, creating a consistent, warm and welcoming environment.

Greet staff and visitors, facilitate visitor sign-in/out procedures, and announce visitors as required.

Answer and direct incoming calls, record messages, and ensure proper message delivery.

Route emails to appropriate teams/individuals (Info Mailbox).



Access Control Management and Site Security

Issue and program access cards (new staff, visitor and contractor) including system data entry and documentation management.

Deliver FM onboarding process to new staff via email.

Support offboarding procedures for departing staff.

Event Support

Oversee and provide support when require for any setup of event held in site.

Oversee and ensure the Audio-Visual services are in place and the necessary preparations have been made and are in working order and assist as required to ensure a smooth-running meeting.



Compliance and Risk Management

Maintain thorough understanding of requirements, rationale, and processes

Ensure all risk assessments use correct templates and follow proper guidelines

Complete risk assessments with appropriate plans and targets

Collaborate with vendors and on-site teams to execute correct processes

Follow established escalation and incident reporting procedures

Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.

KPIS & Targets

Achieve Key Performance Indicators and Service Level Agreement targets for reception and all administration support.



Employee Specifics - Sound like you? Why don't you apply? To apply you need to be: -

A motivated self-starter with a proven track record of successfully delivering best practice and quality to their client.

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

Intermediate knowledge of Microsoft Office Suite

Must present a professional and friendly corporate image to clients

Ability to interact well within a team

Ability to learn new systems quickly

Ability to confidently interact with all levels of the organisation

Self-motivated

Minimum twelve (12) months experience in a corporate environment

Critical Competencies for Success

Client Focus & Relationship ManagementDemonstrates proactive & professional approach to customer service and stakeholder engagement

Ability to interact with a wide range of client staff, including senior levels

Ability to manage conflict and balance between client and firm requirements

Has a customer service oriented attitude

Ability to be flexible and accommodating in approach and work with changing situations on a regular basis.



Organizational SkillsExcellent planning & organizational skills to prioritize work and meet tight deadlines

Proven ability to manage multiple and complex operational matters on a daily basis



Firm First MindsetAble 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



Key skills

Problem-solving skills and capacity to deal with ambiguity as well as 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); also an active listener



If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!



Personalized benefits that support personal well-being and growth:



JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.



About JLL -



We're JLL--a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.



Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.



Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.