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Facilities Coordinator

Singapore , Singapore

Ref#: 19013866

Date published: 12-Apr-2019

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RESPONSIBILITIES
  • Provide pro-active Move/Add/Change (MAC) services from project Inception to Completion/Feedback in order to achieve the successful completion of the project within the agreed cost, time and quality parameters
  • Gather, organize and verify space planning data to determine the most efficient and cost effective method of layout / space utilization on a project by project basis
  • Work with  Corporate Services Space Planning Team to conduct test fits
  • Obtain client’s approval on all final designs and vendor’s cost  to proceed with work
  • Submits all necessary document to respective parties for approval to proceed with work
  • Coordinate and manage all vendors involved in the MAC. It is anticipated that the vendors will include but not limit to:
    • Move contractor (filing, crates, personal belongings etc)
    • Furniture vendor (all workstations, pedestals, loose furniture, storage cabinets etc.)
    • Copier/printer vendors (decommission, relocate and re-commission copiers and printers)
    • IT & AV hardware and desktop equipment (Nominated contractor to decommission and re-commission)
  • Attend regular meetings with the project team and the other Client-appointed consultants/ contractors and any other meetings as required related to MAC
  • Attend regular meetings with Business Units representatives and visit their current office spaces in order to undertake surveys of filing, (non-IT) equipment etc… for the MAC
  • Provide a Risk Register identify the potential risks of all MAC stages, modify strategy as required in order to reduce or eliminate risks.  Identify and put in place appropriate contingency plans
  • Provide hard copy drawings or mark ups as required during the various concept / detailed design phase to facilitate the coordination and review process with the Client
  • Provide and manage all labeling for staff, equipment and general item movement
  • Coordinate works of relocation contractors with Technology, Security, on site Facilities Management teams as well as other contractors from the date of appointment to the last day of move completion
  • Generally inspect and audit all items to be relocated before and after the move activities to ensure completeness and accuracy of inventory
  • Arrange for a final search of the vacated premises with the appointed business unit’s representative, Corporate Security and the FM team to ensure all documents, files, boxes, etc are all moved out and get all parties sign-off
  • Space management  - update occupancy info capturing, layout changes update, space planning walk-through etc
  • Update of seating plan for all buildings; amend the floor plan seating according to the HR distribution as for reporting the capacity against occupancy table in space management tool.
  • When required, assist in the evaluation of new vs. used (located at client facility or warehouse) furniture options to meet the requirements of each project. Coordinate with furniture dealer to determine selection, use, and costs of furniture and coordinate installation schedule
  • Coordinate with Building management team to follow-up on outstanding building services issues
  • Support and assist in preventive maintenance schedules
  • Supervise the Janitorial & Cleaning services (office cleaning, carpet cleaning, pest control)
  • Undertake Space Management – Occupancy Date Update, Layout Changes, Space Planning, Cost allocation
  • Assist small projects/Churn work e.g. minor renovations, enhancement projects, replacements or repairs, reconfigurations, painting, carpeting or similar work).  The scope of small projects may include budgeting, contract management, safety oversight, quality assurance, scheduling and project close-out, coordinating with Project Management team to obtain approvals and funding
  • Regular reporting  (monthly, quarterly etc)
  • Facilitating role for significant project management and leasing liaison with landlord
  • FM-related invoice processing
  • Work on new assignment as and when assigned by the Facilities Manager
  • Flexibility to support 24/7 emergency call out services
Skills Required 
  • Tertiary qualification in a technical / facilities field is preferred
  • Experience in facilities management
  • Sound organisational skills and ability to work to strict deadlines
  • Demonstrable confidence and maturity in communication including excellent written and oral presentation skills in English