Facility Coordinator

The Facility Coordinator is the single point of accountability of Client’s daily onsite FM services. Managing office daily operation to ensure business running in a consistent and satisfied condition.

Work order management

• Daily receive and response to the helpdesk request, update the work order tracking list.

• Arrange the daily task of the handyman and supervise handyman daily task record.

• Coordinate the internal and external resources, to ensure the work order complete rate can meet the Client’s expectation.

• Regular report the work order tracking list status to Client facility management team as required.

52 weeks PM management

• According to PM plan, arrange the Handyman and the PM vendor’s task in advance. Review and check their plan, their execution process, and the needed material.

• As the interface between the PM vendor and Client, to coordinate the PM schedule and the procedure application task.

• Weekly report the 52 weeks PM tracking list to Client facility management team. Prepare the corrective plan if the schedule is not completed.

• Regularly update and modify the PM plan according to actual operational requirement and seek for the confirmation from the Client before the execution.

Project management

• When receiving the project management requirement from Client, Facility Coordinators should follow the Client project management process, coordinate the internal and external resource to prepare the needed project material (include construction plan, quotation, schedule ….) and seek the confirmation from the Client office manager.

• As the interface between Client and the Vendor, to coordinate and manage the project implementation process (including the previous communication meeting, quality and the safety management of in the construction phase)

• After the project is completed, to prepare the final acceptance record and collect the needed material and file it. The vendor should afford the quality assurance file to Client for the expensive equipment and spare parts.

Fault repair management

• When received the fault repair information, Facility Coordinator should record it and give the solution proposal to handyman and help him solve it.

• If the fault repair cannot be done by handyman or Facility Officer, Facility Coordinator should contact the outside vendor and seek the proposal and the quotation from them.

• After the solution is confirmed between Facility Coordinator and outside vendor, Facility Coordinator should report this fault repair solution proposal to the Client facility management team and seek for the approval.

• If the fault repair proposal is confirmed by Client, Facility Coordinator should coordinate the fault repair time windows and send the project application to the Client office manager.

• After the fault repair is completed, the fault repair report should be prepared and submitted to Client office manager.

Vendor management

• Facility Coordinator should review and approve the vendor’s service scope and the schedule according to the contract between vendor and Client or CBRE.

• Facility Coordinator should set and coordinate the Vendor KPI review meeting, prepare the KPI and scorecard and get confirmation from Client in advance. If the Vendor’s KPI is lower than expectation, should push the vendor have the corrective plan and improve the performance.

Spare parts management

• In daily operation, check and review the handyman’s spare parts usage record.

• Review and double check the spare parts application from handyman, then get the quotation from the vendor and seek approval from Client.

• Double check and audit the spare parts delivery process which managed by handyman.

• Regularly review and update the spare parts inventory management tracking list, keep the inventory stock quantity can meet the fault repair and PM requirement.

• Seek for the best channel to reduce the spare parts cost.

Client relationship management

• Facility Coordinator will be the interface between the Client facility team and onsite CBRE team and subcontractor, should keep the good relationship with Client facility and the onsite Client employees

• Weekly meeting coordination with Client facility team

• Monthly meeting coordination with Client T facility team

• According to the alignment with Client, prepare the meeting material and call the meeting with Client office manager.

Emergency response

• Prepare the emergency response procedure, like extreme weather and main system fault issue.

• Train the handyman and the vendor employee who will provide services to Client.

• Response to the emergency issue,

SOP and document management

• According to alignment with Client, set up the needed SOP list and prepare the SOP file. If the SOP file is confirmed by Client, train the onsite employee and follow it.

• Regularly review and update the current SOP file according to the operation requirement.

• Set up the file management regulation, all the records and document should be stored in hard copy and soft copy and can be searched easily.

• Temporary task tracking

• Facility Coordinator should response to the temporary requirement from Client and seek for the internal and external resource to support this requirement.

• If the requirement is out of the contract scope and need extra cost, Facility Coordinator should coordinate with Client office manager and escalate to CBRE management level to seek for the confirmation.

Financial management

• Facility Coordinator should be responsible for the financial management of the site; this should include budget and the actual cost management, in order to ensure that the actual cost matches with the previous budget.

• The spare parts cost and the utility consumption, project and fault repair cost should be recorded and report to Client office manager on monthly base.

• Support Client to win the project in the rebidding process

EHS and incident management

• Facility Coordinator should report all the EHS findings and the incident to Client office manager immediately, follow Client office manager’s direction and coordinate the incident recovery process. Prepare the specific incident report to Client office manager in required time.

• According to Client internal EHS audit result, prepare the corrective plan and complete all the corrective task according to the aligned schedule.

Contractor internal relationship management

• As the interface between Contractor onsite team and the management level, should make sure the Contractor’s company policy is followed by Contractor employees on site

• Complete all the Contractor’s website and other training course, organize the Contractor onsite team training program and keep the record of it

• HR related issue management of the Contractor’s onsite team, including the vacation, OT and other issue which required by Contractor’s management level or HR department

• Work with Contractor’s financial department, to deal with the related PO and invoice and payment issue of Contractor and the onsite sub-contractor

• At least 2-year experience in relevant roles as Admin Officer/ Facilities Officer

• Good at English and Chinese in verbal and writing

• Excellent customer service skills are required as first point of contact for clients.

• Excellent accuracy and attention to detail

• Numerical skills

• Good oral and written communication skills- including the Ability to write routine reports and correspondence respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.

• PC literacy is essential, in presentation, word processing and spreadsheet programs.

• A basic knowledge and understanding of finance are required.