CASY-MSCCN Jobs

Facilities Coordinator | Karachi

Job ID

190498

Posted

23-Oct-2024

Role type

Full-time

Areas of Interest

Facilities Management

Location(s)

Karachi - Sindh - Pakistan

Job Purpose:

Facilities Coordinator will be responsible for delivering an expectational client service, contract delivery, management of all hard and soft services, financial management, and act as ambassador of the CBRE team

Key Task:

Facility Activities:

• Giving direction the CBRE team and vendors on site to promote engagement and excellent customer experience delivery

• Management of day-to-day activity for sub-contractors and financial support which includes but not limited to creating Purchase Orders, review of invoices Support Admin activities related to Car Fleet Services, Meal cards, mobile phones (as required by site)

• Preparation of initial financial workings/recordings as per to budgeted spend for supporting coordination with the AFM for accurate financial closure (Month end closing)

• Management of external vendors i.e. sourcing in coordination with the souring team, vendor visits for all PPM and reactive maintenance, vendor QHSE Management, vendor payments in coordination with the Finance team and other stakeholder in the business

• Assisting in Job Hazard Analysis and QHSE surveys and applicability to the AFM.

• To manage the front desk activities and lead the service excellence.

• To support the Assistant Facilities Manager in preparing GAP reports of the walkaround with Tech teams.

• Maintains records and logs of service requests and tracks their status

• Manage the reception area with a courteous, pleasant and professional presence, greeting and assisting all staff and visitors.

• Manage the reception desk and other areas, ensuring that they are always maintained in a professional and presentable manner including decorations, lighting, seating, product displays

• Management and Distribution of mail, courier, stationary supplies, etc.

• Address and direct customer’s queries in respect of in places procedures.

• Provide customer telephone and general switchboard support to direct all calls and client enquiries in an efficient, accurate, professional and pleasant manner

• Work with the onsite team on the delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements

• Provide general safety & security support by managing and processing any requests for access control devices and passes for staff, contractors and visitors.

• Ensuring reception and other office manuals are kept up to date.

• Providing event support and event space set up which may include light lifting.

Facilities Management activities:

• Day-to-day site management activities including site functionality, escalation management, planning and Client satisfaction

• Provide general administration and logistical support to the Facilities Supervisor and other line managers as necessary.

• Managing Building Management Systems, managing Preventative Planned Maintenance schedules in the CMMS system defined, Environmental Health and Safety and Quality Compliance, etc. as required

• Ensure company and client policies and procedures are adhered to consistently

• Delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements

• Ensuring office housekeeping and cleanliness is delivered to the highest standard, working closely with cleaning vendors, monitoring works and conducting checks

• Building relationships with both internal and external customers including the building landlord, partners and vendors to ensure the best Client experience

• Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary

• Giving direction to the CBRE vendors on site to promote engagement and excellent customer experience delivery

• Working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors at all times

Education:

Must be University educated with at least bachelor/undergraduate degree or any other relevant qualification having administrative management knowledge and understanding on Hard/Soft Services execution. Facilities Management-related qualifications and experience will be a big plus

Skills:

• Fluent in English and local language

• Social skills to be able to follow up and maintain relationships

• Open to new ways of working to challenge inefficiencies

• IT Skills to achieve key tasks

• Superior written and verbal communication skills

• Being adaptable

• Problem-solving

• Multitasking

• Basic Financial skills to manage day to day invoicing, PO and PR management, and month end closing

Knowledge:

• Understanding of the FM business and Customer facing environments.

• Understands the requirements of operating in a contract environment.

Experience:

2 4 years’ in similar administrative role managing front desk and financial management.

Circumstances :

• On a daily basis - working on site

• The role will be 5-day week

Core Competencies:

• Customer Service

• Communication

• Integrity

• Attention to Detail

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)