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Facilities Operations Coordinator

Penang , Malaysia

Ref#: 19027501

Date published: 26-Jul-2019

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RESPONSIBILITIES
  • To provide an effective service, including: 
    • Liaising with heads of departments and staff to identify their facilities related requirement and propose and manage cost-effective solutions. 
    • Providing an effective response to customer queries and complaints (written and via facilities management platform) where applicable, and to forward any others to the relevant team. 
KEY ACCOUNTABILITIES 
  • Facilities service desk coordination
    • Provide first-line contact for the facilities department for all internal and external customers/contractors.
    • Manage the issuing and cancellation of security passes to staff and contractors.
    • Operate and manage energy, utility consumption and total building M&E performance.
    • Coordinate any project execution assignment.
    • Order and manage all hard & soft services spare parts. 
    • Ensure the Facilities service offered to the occupant suits customer needs.
    • Respond effectively to all telephone queries and complaints, using effective listening, questioning and problem-solving skills.
    • Manage and lead a group of technicians.
    • Managed and lead PPM program. 
  • Service Monitoring
    • Carry out weekly hard & soft services walk rounds, ensuring the building fabric & systems is in good order, noting any defects and raising with HOD. Coordinate follow up on action items.
    • Assist the Head of Facilities to monitor service standards by a third party, including building M&E and building maintenance. 
    • Monitor the active jobs logged on the helpdesk, to include the onsite FMP system maintained by internal & external party.
    • Recommended to the Head of Facilities improvements that could be made to the hard & soft services. 
    • Review and make recommendations to maintain building integrity, maintaining accurate records as required.  
    • Liaise with landlord coordinator and contractors to follow through on approved work.
    • Assist the HOD to ensure that the hard & soft services comply with all statutory regulations and codes of practice; liaise with all Local Authority, statutory representatives and client. 
  • Administration
  • Working to department guidelines and standard procedures.
  • Operate and maintain an effective filing system for the department.  
  • Record and monitor all cost and expenses for all Facilities budgets (Administration, Cleaning, Security, Engineering and Building). 
  • Process invoices, and produces reports for all the budgets and liaising closely with the Finance Department and Financial Controller for the Operations Department. 
  • Obtain monthly reports from various suppliers outlining the services used or provided.
  • Follow up on instructions to raise PRPO.
  • Ensure building plans are kept up to date.
  • Attend external meetings with the landlord.
  • Assist with preparing and tendering contracts within the Facilities department ensuring commercial competitiveness. 
  • Provide administrative support to the Head of Facilities, arranging meetings, filling & etc.
REQUIREMENTS
  • Minimum 5 years of experience in managing HVAC, Electrical, FLSS, Air-compressor & building system. 
  • Advanced/Higher/Engineering (Mechanical/Electrical/Electronic) or equivalent. 
  • Candidate possesses A0/A4 Chargeman certification will be an added advantage. 
  • Experienced in managing a small group of technicians.
  • Computer literate background and able to generate the report as deem needed.
  • Pro-active, independent and right attitude. 
  • Candidate must be able to work effectively under pressure, and against a strict time constraint.
  • Experience in electronic PM system, Maintenance/Repair (Facilities & Machinery), or equivalent will have an added advantage. 
  • Proper Preventive Maintenance System by ensuring on time maintenance for facility equipment's via CMMS Maximo Facilities Management platform.