Facilities Coordinator

To support the account lead for the soft Services & operations.

To escalate to account lead if there is any issue arises on site related to soft services & operations

To Liaise with the building management and security regarding access, car parking, etc.

Routinely inspect cleaning inside the white space are being well maintained (comm room & closets) upon taking over

Work with account lead for the taking over of floors, meeting rooms, cafeteria, pantry, washrooms, storage space, back of house

Work with account lead to establish processes and protocols for cleaning various surfaces, compartments, employee touch points.

To establish process for effective waste management with EGS, account lead and landlord.

Development of new SOPs and EOPs related to soft services for IOI

Ensure documentation of OMM & as built drawings related to soft services are in order

To ensure all the warranty of white goods are well kept/documented

To work with the project team on the detailed cleaning of the space in preparation of go-live.

Vendor & hard service contract management to ensure that it is professionally delivered at the right costs.

To attend trainings to understand the operation of soft services items.

Snagging and de-snagging of the site in preparation of go-live

Managing all outsourced service contracts including inspections and quality management of service delivery – this includes all Cleaning functions/ Security/ Administration/ Reception/ Helpdesk/ Pantry and Mailroom services.

Developing and implementing building procedures and performance measures to ensure simplification and accuracy of work methods and reliability of systems

Ensuring an adequate supply of materials and service for the proper operation of the buildings and enter into supply and service contracts as approved by the client

Routinely Inspect all contracted services to ensure performance measures are being maintained

Ensure Helpdesk service requests are attended to in time.

Achieve client satisfaction to Client expectations.

Assure a steady, clear and empathic communication flow between the facilities teams and the customers

Liaise with building management and security regarding access, car parking, etc.

Holistic inspection of the facility at least weekly, ensuring it is tidy, organized, in perfect working order and in good repair, with action taken to remedy any issues

Vendor management and supervision, including contractor site briefings

Invoice processing and cost reporting for facilities management

Reporting on metrics, financial results and other data as required

Ensure that the day-to-day operation of Morgan Stanley Facility is conducted in an efficient and effective manner

Being proactive in identifying and implementing more efficient and/or cost-effective processes, including periodic re-assessment of vendors and products

On-call availability after office hours for emergency needs as required

Coordinate events, conference, and meeting room setup with BU and internal CS teams

Manage all rooms set up

Manage all client area facilities

Ensure the level of service standards and cleanliness of the property, meet the set standard of the company

Work closely with HelpDesk, Reception, Catering, and Property Operation Teams

Assist with the preparation and regular update of the Housekeeping Department Budget, in close cooperation with the Management ensuring targets are met and costs are effectively controlled.

Recruit, select and develop Housekeeping employees / vendors to work following the operational, financial, administrative philosophies willing to become multi skilled and perform multi tasks.

Thorough hands on management, supervise closely all Housekeeping employees / vendors in the performance of their duties in accordance with policies and procedures and applicable laws.

Develop and assist with training activities focused on improving skills and knowledge.

Manage service contracts, including inspections and quality management of service delivery

Prepare tender documentation, evaluation of tenders; prepare contracts

Management of contract resource to achieve Service Level Agreements to Key Performance Indicators at optimum cost for Client.

Participate in Emergency Evacuation procedures including crisis management and business continuity.

Manage all Health and Safety issues and actively participate in Health and Safety reviews