Facilities Coordinator

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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.

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,