Facilities Coordinator, South Job ID 207922 Posted 23-Feb-2025 Service line GWS Segment Role type Full-time Areas of Interest Facilities Management Location(s) Singapore - Singapore **The role of the facilities coordinator/receptionist is to contribute to the successful achievement of contract Key Performance Indicators by performing the following:** • Managing client’s day to day operational and maintenance Facilities requirements. • Managing reception desk, answering incoming calls & queries from clients • Undertaking administrative duties. Supporting employee meetings/events. Managing mail services. • Log and track all maintenance requests in SI7, PPM and expenditure using appropriate maintenance software. • Managing CBRE, Landlord’s and client contractors. • Ensuring WHSE policies, procedures and requirements are met and maintained. • Ensuring all position KPI's are achieved. • Assisting in various Facilities project works. • Support the business of CBRE as required This role is crucial in supporting contract operations and acts as the link between client (requestors) and CBRE. FC’s are expected to work with the management team and Sub- Contractors to report technical issues and the diagnosis of faults for rectification. The role will also ensure that issues are appropriately escalated to the relevant personnel and will refer and follow- up daily tasks as assigned. **Financial** • Financial tasks performed in accordance with CBRE reporting requirements, including invoicing, payments administration, financial management etc. • Manage expenditure and costs to meet agreed budget targets; • Review, verify and approve all monthly invoices where required. • Ensure prompt processing of all suppliers and sub-contractor’s invoices • Track costs. Identify savings. Report opportunities to account management. **Customer** • Manage client relations for the contract, interpreting client requests and resolving issues; • Manage the calls at reception desk and delivery of services in accordance with the applicable processes, stipulated timeframes, and business objectives. • Foster and maintain positive working relationships with clients, client sub- contractors, suppliers, landlord’s contractors, and consultants. • Effective communication and information cross flow for services coordination and problem resolution. • Develop a solid understanding of the client’s business and working in collaboration **People** • Operate in accordance with CBRE, enabling cohesive and positive working environment; • Work with and support other CBRE employees to ensure that team and contract outcomes are achieved • Establish and maintain close working relationships with the wider CBRE team including, CBRE stakeholders, consultants, contractors and suppliers • Actively participate in performance program to continue to improve performance and your personal development; • Participate in work related team meetings and activities as required. **Operations** • Ensure all areas of the tenancies are fully operational and clean. • Liaise with client, CBRE personnel and external service providers as necessary to fulfil the role. • Answer all incoming calls, queries and direct to the appropriate department in a professional manner. • Greet and assist visitors and guests including the provision of support business services including acting as the interface between the client / visitor stakeholders and internal management staff.Work with building management, external vendors and contractors to resolve issues in a timely and professional manner; • Manage general maintenance requests and repairs • Ensure sub-contractors/suppliers are effectively managed to deliver services in accordance with the contract requirements and CBRE system requirements. • Support/assist in activities related to churn, fit out modifications and relocations. • Lodging work requests via SI7 platform. • Handling complaints and troubleshooting problems. • Maintain records relating to the premises and maintenance related tasks. • Responsible for preventative maintenance scheduling. • Conduct regular tenancy inspections to identify issues relating to contractors, building management and outstanding maintenance. • General facility/premises management duties incl a/h emergency contact. • Management of mailroom service and setup of function room for events etc. **Health, Safety, Environment & Quality** • Responsible to ensure HSEQ documents are completed and filed promptly. • Understand the HSEQ requirements on site and ensuring site HSE contract compliances. • Participate in HSEQ site audits. • Manage the identifications of workplace hazards and their elimination. • Complete near miss, hazard and incident reporting and follow up on corrective actions. • Proactively monitor/investigate programs to reduce and improve environmental impacts, incl waste management, recycling, paper and water consumption, power consumption. • Complete site safety inspections • Maintain the client HSE notice boards. **Administration & Customer Service** • Provide premier customer service to all internal and external clients. • Support other client sites in the region in a similar capacity or as directed by the FM or management team. • Support site EA’s in planning events onsite; • First point of contact for all meeting room AV matters. • Carry out site utilization and allocation study. • Flexible working hours in line with the business needs. • Undertake other duties and tasks as your manager may reasonably direct. **Compliance & Continuous improvement** • Always act legally and within the parameters of accepted business practice. • Undertake no course of action that may result in legal action against CBRE or otherwise bring the company into disrepute. • Identify operational processes improvements and assist with the creation and roll-out of such processes both locally and nationally. • Be efficient with use of company resources, ensure costs are considered against the office budget. **Required Knowledge & Skills:** • Excellent customer service ethos • Excellent written and oral communication skills • Ability to work with initiative and enthusiasm – autonomously or in a team • Good interpersonal skills and professional attitude • Attention to detail and ability to remain task focused • Flexible approach to work with the ability to adapt to a changing environment • Logical and analytical thought processes and good problem-solving skills. • Minimum intermediate in core Microsoft packages – Word, Excel and Outlook **Experience/Qualifications:** • Previous exposure in providing premium client service would be an advantage. • Good working knowledge of workplace Health & Safety requirements applicable to this role. • Ability to resolve issues quickly and autonomously • Demonstrates organizational abilities by effectively handling multiple tasks, meeting deadlines and setting priorities • Ability to work with minimal supervision • Ability to communicate at all levels and build effective and professional relationships with clients and colleagues CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)