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Job Description: Facilities Coordinator

Location: Petaling Jaya, Malaysia
Reports to: Site Lead
Employment Type: Full-time

Position Summary

We are seeking a detail-oriented Facilities Coordinator to join our team in Petaling Jaya. This role is responsible for the efficient management of mail room operations and providing comprehensive support for facilities-related services, with a focus on hard services coordination. The successful candidate will ensure smooth daily operations while maintaining high standards of service delivery.

Key Responsibilities

Mail Room Management

Oversee daily mail room operations including incoming and outgoing mail processing, package handling, and courier coordination
Maintain accurate mail logs and delivery records using established tracking systems
Coordinate with internal departments for mail distribution and collection schedules
Manage relationships with postal services and courier vendors to ensure reliable service delivery
Implement and maintain mail room security protocols and procedures
Handle special delivery requirements and time-sensitive correspondence

Hard Services Support

Coordinate maintenance and repair activities for building systems including HVAC, electrical, plumbing, and structural elements
Liaise with contractors and service providers to schedule preventive maintenance and emergency repairs
Monitor building systems performance and report issues to relevant parties
Assist in vendor management activities including service agreements and performance monitoring
Support space planning and workplace modifications as required
Maintain accurate records of maintenance activities and service requests

General Facilities Support

Respond to employee requests for facilities services and coordinate appropriate solutions
Assist with office moves, relocations, and space reconfiguration projects
Support health and safety compliance initiatives and workplace inspections
Coordinate cleaning services and ensure common areas meet established standards
Manage facilities-related inventory and supplies procurement
Provide backup support for reception and administrative functions as needed

Required Qualifications

Diploma or Bachelor's degree in Business Administration, Facilities Management, or related field
Minimum 2-3 years of experience in facilities coordination, office administration, or similar role
Strong organizational skills with ability to manage multiple tasks and priorities
Excellent communication skills in English and Bahasa Malaysia
Proficiency in Microsoft Office applications, particularly Excel and Outlook
Basic understanding of building systems and maintenance requirements
Customer service orientation with professional demeanor

Preferred Qualifications

Experience in mail room operations or logistics coordination
Knowledge of local postal regulations and courier services
Familiarity with facilities management software systems
Understanding of workplace health and safety regulations
Previous experience working with contractors and service vendors

Key Competencies

Strong attention to detail and accuracy in record-keeping
Ability to work independently while maintaining regular communication with Site Lead
Problem-solving skills and initiative in addressing facilities issues
Flexibility to handle varying workloads and urgent requests
Professional interpersonal skills for vendor and employee interactions
Time management capabilities to meet service delivery expectations

This position offers an opportunity to contribute to workplace efficiency while developing expertise in facilities management within a professional environment. The role requires a proactive approach to service delivery and continuous improvement of operational processes.

Location:

On-site -Petaling Jaya, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.

JLL, together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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