Facilities Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

FACILITIES COORDINATOR 

I. Job Purpose 

Ensure smooth day-to-day Facilities operations at site by managing the employee lifecycle (onboarding/offboarding), overseeing attendance and timekeeping for both internal staff and onsite vendors, managing and monitoring onsite vendors (including RBA compliance), organizing employee engagement activities, and acting as the key point of contact between departments, HR Head Office, and service vendors. 

II. Key Responsibilities 

1. Access Management 

• Execute FDO (First Day Office) and LDO (Last Day Office) processes for employee  

• Prepare and hand over equipment, issue access badges for new hires; retrieve equipment and badges from leavers. 

• Coordinate with relevant departments to ensure the onboarding/offboarding process is completed accurately and on time.  

• Organize site-level employee engagement activities such as the year-end party, annual health check-up, uniform, and team-building events. 

• Plan and conduct training activities according to the Company and Site-specific training program. 

• Manage petty cash and some minors spending for internal team activities. 

• Update the org chart and headcount list to accurately reflect the team's actual organizational structure. 

• Manage and drive recognition program and internal team meetings, events (engagement program, team outing, team buildings, birthdays…) 

• Coordinate with HR on effective communication to employees on new programs and requirements. 

• Coordinate with functional managers for new employee orientation programs and other educational and training programs on changes in benefits, diversity, and track participants, training records. 

• Greet and guide visitors upon arrival. Maintain visitors’ registration records. Issuance and return of staff/visitor access card. 

• Maintain and update JLL APAC contact list & site staff phone list on a regular basis. 

 

2. Data Management and RBA audit (Attendance & Timekeeping Management) 

• Monitor and check attendance for internal employees (approx. 90 headcount) and onsite vendors. 

• Cross-check Annual Leave (AL) submissions and Overtime (OT) requests; verify accuracy and report to the Department Manager. 

• Send the monthly report on employee roster (by shift) to the HR Department. 

• Monitor active badge status for all vendors and report monthly, quarterly. 

• Conduct RBA (Responsible Business Alliance) training and audits for 5 onsite vendors (landscaping, shuttle bus, cleaning, pest control, etc.), with a focus on Ethics and Labor standards. 

• Act as the key contact and manage the full vendor cycle (for internal program): quotation, contract, service delivery, and payment. 

3. Vendor Management / support service  

• Process invoices and payments for internal services such as shuttle bus, taxi, and mobile phone services. 

• Supervise contractor service as required. 

• Provide backup support for other scopes of work as needed: assist back up mail room/action line/inventory management coverage upon required. 

• Other assignment tasks by Site Lead to support team 

III. Requirements 

• Advanced Excel skills with report and tracking monthly quarterly (data handling, cross-checking attendance – compliance RBA/Over time/AL data...ect). 

• Training skills, confident in conducting training sessions/briefings for vendors. 

• Good understanding of labor law. 

• Knowledge of RBA (Responsible Business Alliance) is a plus. 

• Strong communication skills, as the role regularly interacts with Team Leaders/Managers and the HR Head Office team. 

• Ability to work with multiple stakeholders (vendors, internal staff, HR); well organized, detail-oriented, and proactive. 

Location:

On-site –Ho Chi Minh City, Vietnam

If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.