Position: Facilities CoordinatorLocation: Petaling Jaya, Malaysia
Department: Facilities Management
Reports to: Assistant Facilities Manager
Portfolio Scope: Approximately 90,000 square feet
Position Summary
The Facilities Coordinator will support the comprehensive management of approximately 90,000 square feet of client workspace in Petaling Jaya, reporting directly to the Assistant Facilities Manager. This coordination role involves coordinating vendor activities, and ensuring seamless daily operations across the facility while maintaining high service standards and operational efficiency.
Key Responsibilities
Daily Operations Management
- Coordinate daily facility operations across the 90K SF workspace, ensuring all systems and services function optimally
- Monitor building performance including HVAC, lighting, and common area maintenance to maintain comfortable working environment
- Conduct regular facility inspections and coordinate immediate response to maintenance issues, safety concerns, and operational disruptions
- Maintain real-time communication with the Assistant Facilities Manager on facility status, emerging issues, and operational improvements
Vendor Coordination & Service Management
- Coordinate daily activities of service vendors including cleaning crews, maintenance contractors, and specialized service providers
- Monitor vendor performance against established service level agreements and report issues to Assistant Facilities Manager for resolution
- Schedule vendor services to minimize business disruption while ensuring comprehensive facility maintenance and support services
- Assist in vendor invoice verification and service delivery documentation to support budget management and performance tracking
Space Management Support
- Maintain accurate floor plans, seating charts, and space allocation records using facility management systems and databases
- Coordinate office moves, workstation setup, and space reconfigurations under supervision of Assistant Facilities Manager
- Process space request forms and coordinate with business units on workspace assignments, temporary accommodations, and special space requirements
- Support space utilization studies by collecting occupancy data and documenting space usage patterns throughout the facility
Administrative Operations
- Process routine work orders, maintenance requests, and service calls through facility management systems with appropriate prioritization and tracking
- Maintain comprehensive facility documentation including equipment manuals, warranty information, vendor contacts, and emergency procedures
- Prepare daily and weekly operational reports for Assistant Facilities Manager review including incident summaries, service completion status, and pending issues
- Coordinate facility-related communications with employees including move notifications, service disruptions, and safety announcements
Health, Safety & Compliance
- Ensure compliance with Malaysian workplace safety regulations, building codes, and corporate safety standards throughout daily operations
- Coordinate monthly safety inspections, fire drills, and emergency response procedures with building management and client safety teams
- Maintain first aid stations, emergency equipment, and safety signage throughout the 90K SF facility
- Report safety incidents and coordinate appropriate response procedures following established protocols and regulatory requirements
Client Service Support
- Provide front-line support for employee facility-related inquiries and requests with professional and responsive customer service
- Escalate complex issues to Assistant Facilities Manager while resolving routine matters independently within established guidelines
- Participate in client meetings and facility tours as requested to demonstrate operational capabilities and service commitment
- Support preparation of client reports by collecting operational data and documenting service delivery metrics
Required Qualifications
Education & Experience
- Diploma or Bachelor's degree in Facility Management, Building Services, Business Administration, or related technical field
- Minimum 2-4 years of experience in facilities operations, property management, or building services with some supervisory exposure
- Previous experience in commercial office environments with understanding of workplace operations and employee service requirements
- Demonstrated ability to coordinate multiple tasks and vendors while maintaining attention to detail and service quality
Technical Skills
- Proficiency in facility management software systems, Microsoft Office Suite (particularly Excel for reporting and data management)
- Basic understanding of building systems including HVAC, electrical, plumbing, and security systems for effective coordination and communication
- Knowledge of Malaysian building regulations, fire safety codes, and workplace safety requirements
- Familiarity with maintenance management systems and work order processing procedures
Core Competencies
- Strong organizational and multitasking abilities to manage concurrent priorities across large facility operations
- Excellent communication skills in English and Bahasa Malaysia for effective team coordination and employee interactions
- Customer service orientation with ability to resolve issues professionally and maintain positive working relationships
- Basic supervisory skills with ability to guide and motivate junior staff members while maintaining performance standards
- Problem-solving capabilities with practical approach to facility challenges and operational improvements
Preferred Qualifications
- Certification in Building Operations or Facility Management from recognized Malaysian institutions
- Experience with integrated workplace management systems (IWMS) and advanced facility management technologies
- Basic project coordination experience supporting facility improvements and space modifications
- Understanding of vendor management principles and service level agreement monitoring
Working Conditions
- Full-time position based at the 90K SF client facility in Petaling Jaya with regular floor presence for operational oversight
- Standard business hours with occasional flexibility required for vendor coordination and emergency response
- Physical requirements include regular walking throughout the facility, and ability to access all areas of the building
- Professional office environment with frequent interaction with employees, vendors, and management team members
Career Development Path This position provides excellent foundation experience in large-scale facility operations and team supervision, offering clear advancement opportunities within JLL's facilities management practice. Successful performance in this role typically leads to promotion to Assistant Facilities Manager positions or specialized facility management roles with increased responsibility and portfolio scope.
The role offers hands-on experience in vendor management, team leadership, and client service excellence while building comprehensive knowledge of commercial facility operations in Malaysia's dynamic business environment.
