Facilities Coordinator

at  BSBJLL LaSalle Services MEX

The Facilities Coordinator manages the day-to-day client activities for the assigned property / facility and is the on-site key point of contact for key stakeholders and/or client. The role assumes overall responsibility for medium or small site budget, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and service desk.
Responsible for all services and operations at a medium or small site in compliance with applicable SOWs.

VOLUME 2: CUSTOMER & EMPLOYEE EXPERIENCE

Services according to Portfolio Matrix.

EXPERIENCE:

5-7 years’ experience in facilities, property management, hospitality or related field; managing both soft and hard services in corporate offices. Desirable: experience working in technology industry, project management.

TECHNICAL SKILLS:

• Knowledge of vendor management for specialized services
• Understanding of basic technical aspects of property (Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system).
• Strong budget management and financial analysis skills.
• Knowledge of local occupational health and safety requirements
  Desirable: Knowledge of Project Management.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

These responsibilities and accountabilities ensure compliance with approved SOPs for each service provided. If IFM member identifies discrepancies between SOP implementation and coherent applicability, must escalate issue to update or implement local variances in SOP.

RESPONSIBILITIES AND ACCOUNTABILITIES

Governance

• Provide visibility of opportunities in processes and programs for improvements.

General Management

• Participate and be engaged with IFM meeting cadence as set by RE&F. Meetings will include operational, strategic, and best practice forums. Tier One Partner will establish its’ own Rhythm of Business (ROB) activity as needed.
• Develop and execute the annual Site Operations Plan in alignment with the Regional Strategic Plan. This shall include the local priorities, projects, execution timeframe and deliverables.
• Ensure compliance with SOPs for all contracted services, identify and include all variations applicable per site.
• Ensure all work stated in this SOW and Master agreement is completed in compliance with all governing laws, codes and regulations, Environmental health and Safety (EH&S), IT requirements and in full compliance with Insurance requirements.
• Ensure compliance with standardized processes, policies and procedures by all parties executing services on behalf of client.

Reporting

• Provide financial and operational reporting on a monthly, quarterly and annual basis at the country/site and aggregated level as directed.
• Ensure information reported is accurate with client systems information. Advise of any data issues to address data accuracy.

Sourcing & Procurement

• Source, select, contract and manage Tier Two and Tier Three Providers.
• Onboard and train Tier Two and Tier Three Providers as may be required.
• Annually develop and maintain a rolling two-year Tier Two Provider sourcing and savings plan

Supplier Performance

• Validate all Provider invoices submitted for payment are appropriate and consistent with client expenditure authorization limits and compliance guidelines.
• Measure and track vendor performance against pre-defined set of success criteria and contract obligations utilizing metrics and KPIs where applicable.
• Manage T2 vendor relationship to ensure the adequate service delivery.

Financial Management

• Ensure contractually correct and timely payment of Tier One and Tier Two Provider invoices/invoice processing (per agreed term) submitted to client Accounts Payable.
• Ensure invoices are correctly prepared by vendors.

Innovation, Benchmarking, & Cost Savings

• Continuously identify ways in which service can be improved and value for money can be enhanced. Communicate innovations and cost savings ideas to RE&F.
• Develop, seek approvals, and implement plans for continuous process improvement, cost reduction and efficiency.
• Benchmark practices within JLL accounts and propose improvements if applicable.

Change Management

• Provide insights and lead change management planning for workplace change projects in regards to occupant experiences and requirements based on day to day facilities management.
• Work with Portfolio Manager and Key Stakeholders to put in place action or communication plan to mitigate gaps of information, resistance to change or dissatisfaction.

Client Relationship Management

• Map Site’s Key Stakeholders and maintain strategic relationship to understand needs, facilitate decisions and approvals.
• Ensure and facilitate excellence communications with clients, maintain and share all relevant information and/or lessons through a knowledge management based platform.
• Escalate issues with FM responsible.

Marketing & Communications

• Customize marketing and communication plans at site level according to regional program.
• Develop and manage Key Activities Calendar to execute communications in a timely manner.

Environmental Sustainability

• Work in coordination with Operations Supervisor to identify and implement opportunities to reduce carbon footprint on site.
• Establish site-specific goals aligned with regional Environmental and Sustainability Program (Energy, Water, Waste & Recycling), define and execute action plan to achieve those goals.

RESPONSIBILITIES AND ACCOUNTABILITIES

Reception

• Manage receptionist services for client locations. Services shall utilize global best practices to assure that interactions result in the highest possible level of professionalism, responsiveness and satisfaction. Adapt, as may be needed, for local/regional customs/practices.

Implement client Programs related to service.

Office Supplies

• Manage the purchase, receipt, storage and issue/return office supplies in compliance with applicable programs and procedures.

Shipping & Receiving

• Manage shipping and receiving services at assigned properties.

Multifunctional Devices (MFD’s)

• Oversee output printing devices and MFD device services. Manage Tier Two Providers, coordinate equipment repairs, and maintain inventory.
• Recommend best practices for optimized operations. Comply with standards established for preventive and reactive maintenance response times.

Mail Collection & Distribution

• Ensure mail collection and distribution services are provided within and between designated client properties in a safe, efficient, and cost-effective manner.

Courier Services

• Manage mail Courier and Express Courier services within and between designated properties and to/from local post office including delivery of client business mail, parcels, documents, interoffice mail and any other items to be delivered to client sites.

Beverage Services

• Manage and provide Free Beverages Program to client employees, where such services are required., and manage the budget for this service.

Vending Services

• Manage vending services, per client contractual obligations, for locations where such services are appropriate, necessary and agreed to by RE&F.

Site Occupants New Hires / Exists

• Provide New Hires facilities set-up services for site occupants, providing the best workplace experience, a comprehensive on-boarding, workspace and supplies to perform their activities since day one.

Coordinate exit activities related to IFM (client belongings).
Transportation

(Where applies).

• Provide transportation services required to meet site requirements including shuttles, buses, and taxis. (Where applies).

Others

• Manage and provide Free Snacks Program to client employees, where such services are required., and manage the budget for this service.
• Maintain a list of local catering companies that can be recommended to event organizers as an alternative to onsite catering option and client expectations.
• Ensure timely clean & set-up of conference rooms.

RESPONSIBILITIES AND ACCOUNTABILITIES

Asset Management & Capital Planning

• Develop a priority-based plan for 5 to 10 years, following capital renewal program, to document existing building deficiencies, conditions and replacement costs (Lifecycle Renewal Program). The plan should cover the entire office space infrastructure, including mechanical, electric equipment, and interior architectural finishes.
• Update plan annually summarizing long and short-term replacement and renewal requirements.

Systems Operation & Maintenance

• Work in coordination with Operations Supervisor to define and implement the annual maintenance plan.
• Maintain maintenance records and all equipment operations and maintenance manuals.

Business Critical

• Implement a program plan to effectively maintain site level, business critical infrastructure in accordance with governing regulatory, Original Equipment Manufacturer (OEM), and industry accepted standards.
• Ensure that business operations suffer no controllable interruptions by utilizing a MOP process.

Interior Building Maintenance

• Work in coordination with Operations Supervisor to define and implement the annual maintenance plan.
• Keep maintenance records and all equipment operations and maintenance manuals.

Cafeteria Equipment

Work Order Management

• Execute routine walkthroughs and assessments, proactive work order entry, execution timeliness and follow up.
• Guarantee services requested by occupants and visitors are provided, complying with the response times defined on the Response Priority Matrix.
• Evaluate service response time and analyze occupants’ service request trends and suggestions. All metrics related to FSC need to be complied.
• Respond to unsatisfactory comments from the requester by escalating this information to the designated contact and follow the continuous improvement processes.

General Cleaning & Day Porter Services

• Provide IFM Services according to Portfolio Matrix and Statements of Work.

Windows Cleaning

Waste, Recycling and Document Destruction

• Manage a secure shredding program.

Pest Control

• Develop and implement an integrated pest management program.

Furniture Management

• Execute furniture management and maintenance services.

Interior Plant Maintenance

• Maintain all existing, new, and replacement interior plants as necessary to ensure only healthy ones are displayed.

Building Sweep

• Conduct and/or coordinate periodic inspections to ensure the space experience is consistent, and common areas are tidy and safe.
• Develop a process and schedules for routine building sweep inspections ensuring the space experience is consistent, and common areas tidy and safe.

Parking

• Work with client to ensure authorized parking areas are available to employees, contractors and visitors and that these parties understand where to park.

Medical Kits

• Ensure medical supplies are provided such as bandages, and related supplies for minor cuts, abrasions and burns

Landlord Relationship Management

• Establish and maintain an effective and positive Landlord Relationship process to successfully deliver contractual IFM obligations.
• Represent client interests in the leasehold obligations defined in the lease and lease-related documents. It is expected there is a high level of coordination to ensure there are no surprises by either Landlord or RE&F.
• Monitor Landlord contractual obligations and present any concerns to the appropriate RE&F Portfolio Manager.

RESPONSIBILITIES AND ACCOUNTABILITIES

Space Data Management

• Maintain accurate Space Management Data in order to serve RE&F critical business endeavors, including but not limited to Occupancy Planning, Workplace Programming, and Real Estate Strategy, along with the deliverables associated with those programs.

Tactical Occupancy Planning

• Work in collaboration with IFM Occupancy Planner on short term (0 -18 months) occupancy solutions per site in alignment with business requirements and Real Estate Portfolio Strategy

RESPONSIBILITIES AND ACCOUNTABILITIES

MAC Small Project

• Execute project management services for all small moves, adds, & changes (MACs) and minor space reconfiguration projects (less than USD 250K). Escalate in a timely manner when risks are identified
• Track and report in an accurate and timely manner utilizing the authorized protocols or tools the advances of the project.
• Provide visibility and work as One Team with client stakeholders to ensure a seamless experience before, during and after the project execution.

Project Management Infrastructure Renewal

• Manage project management services for building infrastructure improvements, excluding new construction, following LatAm limit: Projects less than US$250,000.
• Ensure compliance with budget, schedule and scope with no business interruption maximizing end user and client satisfaction.

Integrator TM / PM Support

• Support Full Scope Projects and Transaction Management to ensure success.

RESPONSIBILITIES AND ACCOUNTABILITIES

Security Operations

• Ensure all facilities infrastructure is maintained to support client security requirements.
• Coordinate & maintain the RE&F component of the Emergency Response Plan (ERP).

Fire Life Safety

• Ensure all Fire & Life Safety systems and equipment of the office interior function in compliance with local regulations.
• Guarantee Building safety inspection is performed and completed (Hazard assessment and Safety inspection).
• Report for awareness and ensure corrective actions are executed.
• Coordinate relationship with Landlords and external agencies regarding life & safety as required.

Area Access and Key Management

• Ensure correct implementation of key card management program. Administer and monitor it.

Environmental Health and Safety Management

• Help provide a safe work place, protect the environment and assure appropriate actions are taken to comply with regulations and client Corporate requirements.
• Provide the proper level of qualified staff and vendors in EH&S.
• Attain zero preventable incidents.

Emergency Response / Disaster Recovery

• Coordinate and maintain the RE&F component of the Emergency Response Plan (ERP).