Facilities Coordinator

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JOB DESCRIPTION

Facilities Coordinator (FC) – Operations & Workplace Services

Work Dynamics  |  Thailand Account (Bangkok)

What this job involves

Reporting directly to the Site Services Manager (SSM), the Facilities Coordinator (FC) leads day-to-day workplace operations, front-of-house excellence, vendor management, and financial coordination across client sites (PVE and TDPK). This expanded role integrates foundational front-desk and workplace administration with elevated facilities operations, including GUTS ticketing oversight, soft services management (housekeeping/pest control), PO/P2P financial tracking, workplace wellness programs (gFit/massage), event logistics, and health & safety compliance.

Key Responsibilities

1. Workplace Experience, Front Desk & Access Management (Current Scope Integrated)

• Guest & Visitor Hospitality: Supervise front-of-house operations, ensuring seamless guest welcoming, kiosk check-in, host notifications via ping, and strict guest badge protocols.
• Access Control & Badging: Oversee temp badge tracking, photo badge activations (go/badge-activation), lift access provisioning for visitors/Nooglers, and manage badge inventory replenishment (go/badge-supplies).
• Security & Regulatory Escalation: Act as key point of contact alongside the Security Lead for walk-in officers, regulatory visits/Dawn Raids, and customer escalations in accordance with established SOPs.
• Meeting Room & Customer Enquiries: Manage room bookings, resolve room conflicts/swaps in booking trix, and answer facilities queries via front desk, email, go/guts, and go/gems.

2. Facility Operations, Soft Services & Vendor Management

• Facility Inspections & Rounds: Conduct regular walkthroughs to identify snags, aesthetic/presentation issues, and health & safety defects; ensure immediate rectification.
• GUTS Ticketing Mastery: Manage the GUTS ticketing lifecycle—proactively raising tickets, assigning requests, following up with stakeholders, and ensuring 100% on-time closure rates.
• Soft Services & Housekeeping: Oversee daily housekeeping, janitorial deployments, shift briefings, pest control operations, and indoor plant maintenance.
• Vendor SLA & Compliance: Monitor on-site vendors (MA, event vendors, cleaning, food services) for SLA/KPI adherence, collect audit documentation, and conduct Labour Compliance Audits (LCA).
• Satellite Site Management (TDPK): Coordinate outsourced reception, manage landlord relationships, handle payments/invoices, and oversee TDPK janitorial and MA services.

3. Financial Coordination & Procurement (P2P / PO Management)

• Purchase Orders & Quotations: Follow up vendor quotations, raise PORs for PO generation, maintain team PO drives, and ensure alignment with approved rate cards.
• Invoicing & FSC Submission: Validate vendor invoices, manage GRR submissions to FSC, track Google Thailand PORGRR and WHT Pack reports for JLL HQ Finance.
• Budget Tracking & Accruals: Maintain Thailand facilities forecast trackers, monitor indents vs. forecast, compile monthly accruals, and maintain invoice reconciliation sheets.

4. Events, Workplace Programs & Wellness (gFit)

• Event Logistics (GEMS): End-to-end event coordination via GEMS—manage room setups, AV/GVC verification, guest registration lists (go/guestadmin), catering coordination, and post-event turnaround.
• G-Fit & Wellness Administration: Manage the wellness schedule (go/appointy), publish booking slots, coordinate on-site therapists/instructors, track culture/fit club budgets, and process wellness invoices via P2P.
• Employee Engagement & Initiatives: Organize workplace engagement initiatives for major cultural events (e.g., Songkran, New Year) and support Google perks.

5. Mailroom Logistics, Health & Safety, and Reporting

• Mailroom & Courier Operations: Administer BearTrack and daily mail logs for business mail, Concur claim receipts, courier dispatch (FedEx/Sahapanukit), and confidential Garuda/legal documents.
• Lost & Found and Inventory: Maintain the lost and found logbook, manage stationery/pantry inventory, ergo equipment stocks, and sports equipment.
• Health, Safety & Audits: Prepare floor registers for H&S, issue Work Safe Permits, coordinate annual Fire Drills, AED/First Aid training, and support energy, waste, and Ops Aid audits.
• Reporting: Compile data for Weekly Reports, Monthly Management Reports (MMR), emergency call tree updates, and space/occupancy tracking.

Minimum Requirements & Qualifications

• Education: Bachelor's Degree or Diploma in Hospitality, Business Administration, Facility Management, or related discipline.
• Experience: Minimum 2–3 years of proven experience in front-of-house operations, workplace services, or facilities coordination within a multinational/tech corporate environment.

Location:

On-site –Bangkok, THA

Job Tags:

Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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