Business Support, Facilities Support

JLL · Singapore

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Job Description – Facilities Coordinator

Location: Yishun, Singapore
Working Hours: Monday to Friday, 8:30 AM to 5:30 PM
Reporting To: Facilities Manager / Site Lead

About the Role

We are looking for an organized, proactive and service-oriented Facilities Coordinator to support workplace and facilities operations at the Agilent Technologies Singapore site.

This is a dynamic role suited to someone who enjoys coordinating activities, communicating with employees and vendors, and ensuring that daily workplace services run smoothly. The successful candidate will gain broad exposure to facilities management, workplace services, vendor coordination, procurement, employee experience, compliance administration and event support.

Key Responsibilities

Workplace and Facilities Support

• Attend to facilities and workplace enquiries from employees.
• Create, update and monitor service requests in Corrigo.
• Route service requests to the appropriate team and follow up until completion.
• Coordinate workplace arrangements, office activities and service appointments.
• Conduct routine workplace inspections and report defects or service gaps.
• Prepare operational trackers, monthly reports, presentation materials and meeting updates.
• Provide general administrative and coordination support to the Facilities team.

Cleaning Services

• Coordinate daily cleaning services with the appointed cleaning contractor.
• Monitor cleaning standards across offices, toilets, meeting rooms, pantries and common areas.
• Conduct routine inspections and follow up on cleaning-related feedback or deficiencies.
• Coordinate periodic, deep-cleaning and ad hoc cleaning activities.
• Monitor cleaning schedules, attendance, consumables and service performance.
• Escalate unresolved service issues to the Facilities Manager.

Pest-Control Services

• Coordinate routine pest-control inspections, treatments and follow-up visits.
• Maintain pest-control schedules, service reports and sighting records.
• Follow up on pest sightings and coordinate corrective actions with the service provider.
• Work with cleaning, landscaping and other relevant vendors to address potential pest sources.
• Support pest-control audits and compliance documentation.

Landscaping Services

• Coordinate indoor and outdoor landscaping services.
• Monitor the condition of plants, landscaped areas and related amenities.
• Arrange routine maintenance, replacement of plants and corrective works.
• Follow up with the landscaping contractor on service quality and outstanding issues.
• Maintain relevant service records, schedules and quotations.

Reception, Mailroom and Employee Experience

• Provide reception, front-of-house and mailroom coverage when required.
• Welcome and assist visitors, employees, vendors and contractors professionally.
• Attend to general workplace enquiries.
• Receive, sort and distribute incoming mail, parcels and courier deliveries.
• Notify employees when registered mail or parcels are ready for collection.
• Maintain accurate mailroom, courier and collection records.
• Ensure reception and mailroom areas remain organized, professional and welcoming.

Meeting Rooms and Shared Spaces

• Coordinate meeting-room bookings, access requests and special arrangements.
• Support reservations for visitors, employees and management.
• Maintain updated information for meeting rooms and collaboration spaces.
• Conduct basic room checks and report audiovisual, equipment or facilities issues.
• Prepare simple user guides, room labels and connection instructions.
• Coordinate temporary room closures, maintenance activities and service updates.

Event Management and Workplace Activities

• Coordinate facilities support for meetings, town halls, employee engagement activities and corporate events.
• Arrange room setup, seating, signage, refreshments, access and vendor support.
• Coordinate with internal stakeholders, caterers and external service providers.
• Support pre-event preparation, on-site coordination and post-event reinstatement.
• Ensure event arrangements comply with site safety, security and workplace requirements.

Pantry Supplies and Workplace Amenities

• Monitor and coordinate pantry supplies, refreshments and workplace consumables.
• Maintain suitable stock levels and arrange replenishment when required.
• Request quotations and place orders within the approved budget and process.
• Coordinate with vendors on product selection, deliveries and replenishment schedules.
• Coordinate servicing and repairs for coffee machines, water dispensers and other pantry equipment.
• Monitor pantry service standards and follow up on employee feedback.

Inventory and Asset Management

• Maintain accurate inventories of workplace supplies, consumables, equipment and facilities assets.
• Monitor stock levels and coordinate timely replenishment.
• Maintain records of stock received, issued, transferred or disposed of.
• Conduct periodic inventory checks and reconcile discrepancies.
• Coordinate the issuance and return of facilities-related items where required.
• Support asset tagging, tracking and disposal documentation.
• Maintain organized storage areas and ensure items are properly labelled.

Vendor and Procurement Administration

• Request, review and follow up on vendor quotations.
• Coordinate vendor appointments, site visits, deliveries and service activities.
• Assist with vendor registration and onboarding documentation.
• Prepare and maintain purchase, quotation, purchase-order and invoice records.
• Follow up with vendors, Procurement and Finance on payment matters.
• Verify delivery orders and supporting documents before submission.
• Maintain organized vendor, contract and service documentation.
• Monitor service schedules and follow up on outstanding vendor deliverables.

Records and Compliance Support

• Coordinate document-storage and records-management activities.
• Maintain carton, file and document listings.
• Support document-retention reviews and destruction approval processes.
• Prepare safety notices, restricted-access signs and workplace posters.
• Assist with first-aid, AED, CERT, EHS and audit documentation.
• Maintain accurate records for internal reviews, inspections and compliance requirements.
• Support the collection and filing of permits, risk assessments, service reports and training records.

Workplace Communications and Creative Support

• Design workplace posters, notices, labels and signage using approved JLL and Agilent branding.
• Prepare communications for workplace activities, safety awareness, service interruptions and employee reminders.
• Coordinate the display and removal of temporary workplace notices.
• Ensure workplace information is accurate, current and visually presentable.

Hard Services Administrative Support

This role does not make technical maintenance decisions or supervise specialized maintenance works. However, the Facilities Coordinator will support the Hard Services team with administrative tasks, including:

• Ordering materials and spare parts from approved vendors.
• Obtaining and compiling supplier quotations.
• Coordinating vendor attendance and material deliveries.
• Preparing supporting purchase and payment documentation.
• Filing delivery orders, service reports and maintenance records.
• Following up on administrative actions arising from maintenance activities.

All technical decisions, assessments and maintenance supervision will remain under the Hard Services team.

Other Responsibilities

• Support business-continuity, emergency-response and audit activities when required.
• Participate in workplace improvement and cost-optimization initiatives.
• Provide backup support to other Facilities team members during leave or operational requirements.
• Perform other facilities, workplace or administrative duties assigned by the Facilities Manager or Site Lead.

Qualifications and Experience

• Diploma, Higher NITEC, NITEC or an equivalent qualification.
• Experience in facilities management, workplace services, administration, reception, hospitality or customer service is preferred.
• Fresh graduates with a positive attitude and willingness to learn are welcome to apply.
• Experience coordinating cleaning, pest control, landscaping, pantry services, workplace events or vendors would be an advantage.
• Comfortable using Microsoft Outlook, Word, Excel and PowerPoint.
• Experience with Corrigo, SharePoint, Canva or procurement systems is an advantage.
• Good written and verbal communication skills.
• Able to maintain accurate records and prepare basic reports and presentations.

Key Competencies

• Organized and able to manage multiple tasks and priorities.
• Service-oriented and confident when communicating with employees, visitors and vendors.
• Proactive, dependable and attentive to detail.
• Able to follow up on tasks and ensure timely closure.
• Comfortable working independently while supporting a wider team.
• Able to respond calmly and professionally to operational issues.
• Willing to learn and take ownership of assigned responsibilities.
• Able to maintain confidentiality when handling workplace and employee information.

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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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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 HRSCLeaves@jll.com. 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.

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