Workplace Coordinator

Work Dynamics - Integrated Facilities Management Event's: Ensuring the end user gets the correct information regarding the event to be held, ensuring the end user has coordinated in advance with the BD procurement team. Ensuring end users submit event proposals. Helping the process of booking event space Assist with the F&B ordering process (snack, catering, lunch boxes, beverage) to JLL vendor. Assist event decoration ordering to JLL vendor Assist in the process of price quotations from vendors and make JLL price quotations to be submitted to end users. Ensure that the end user has processed and shared the client PO number for further ordering processes Ensure preparation before the event starts, so that the event can run smoothly. Handover events to end users. Create documentation for the event's Printing: Pulls business card order data from the client system Ensure the order process is full approval Print process to JLL vendor Distribute business cards to end users Monthly stock Over time, track patterns in discrepancies. If certain items consistently have discrepancies, it might indicate a need for process improvements or additional attention. Ensuring that expenditures are in line with the budget Shipment Package: Pulls shipment requested order data from the client system Submitting to the vendor's shipment system for requesting package/document pickup. In case for BU requested, ensure that the end user has processed and shared the client PO number for further arrangement processes. Swag, Gift & Warehouse: Ensuring updates of the items within the shipper. Ensuring outbound and inbound within the shipper. Distribute swag & gift to employees. Ensuring that employees are eligible to receive gifts and swag in the system, and inputting data once employees have received the items. Monthly stock Over time, track patterns in discrepancies. If certain items consistently have discrepancies, it might indicate a need for process improvements or additional attention. Ensuring the items displayed in placed. Ensuring that expenditures are in line with the budget Access Card data & issue: Ticketing & Meeting room booking: Responding to and resolving tickets accurately and promptly. Assisting end user to booking meeting room in Gowork / Wework system (only for meeting room under credit) Lockers: Assisting end user to booking lockers (process register, borrowed, returned) Assisting if any employees lost lockers key. VVIP & VIP Guest: Assisting client to booking accommodation (Golden bird taxi). Office Greenery: Managing routine deliveries and schedule maintenance as well as arranging placement of greenery with vendors. Processing client approvals. Pest Control: Managing routine maintenance as well as arranging schedule with vendors. Managing maintenance as well as arranging schedule with vendors. Office Cleaning & Cleaner's: Ensuring office area cleanliness through daily routine inspections. Conducting weekly joint inspections and providing updates. Parking lot: Providing clear information regarding parking subscriptions On-boarding / Off-boarding: Assisting with onboarding tasks, including preparing welcome gifts and arranging the booking of meeting rooms for new employees (NEOs). Assisting with offboarding tasks, such as collecting and handing over building access cards and Gowork/Wework access cards. Admin Asset's List: Record or inventory of assets owned and managed by an administrative department within an organization. These assets can include physical items, equipment, tools, or resources that are used to support the administrative functions and operations of the organization. Office Moving: Contribute proactively to arrange office moving. Monitoring the loading - unloading permit process managed by the receptionist/admin coordinator 2 to ensure no steps are skipped. Initiative: As coordinator admin 3 is willingness and ability of employees to take independent actions, make decisions, and contribute proactively. It involves employees going beyond their regular job responsibilities to identify opportunities, solve problems, and drive positive changes. Storage: Responsible to arrangement and management of items, goods, or data within a storage space to ensure easy access, efficient use of space, and effective retrieval. Monitoring & ensure storage is cleanness and tidy. Bi-weekly Meeting: Responsible for preparing a concise report summarizing progress, achievements, and any challenges encountered during the week . Sharing the specific problems are facing. have an opportunity to brainstorm and suggest solutions for the challenges presented. Collaboratively find feasible solutions and offer support to overcome obstacles . Location:
On-site –Jakarta, Indonesia Job Tags:
Hiring Workplace Coordinator Work Dynamics - Integrated Facilities Management Event's: Ensuring the end user gets the correct information regarding the event to be held, ensuring the end user has coordinated in advance with the BD procurement team. Ensuring end users submit event proposals. Helping the process of booking event space Assist with the F&B ordering process (snack, catering, lunch boxes, beverage) to JLL vendor. Assist event decoration ordering to JLL vendor Assist in the process of price quotations from vendors and make JLL price quotations to be submitted to end users. Ensure that the end user has processed and shared the client PO number for further ordering processes Ensure preparation before the event starts, so that the event can run smoothly. Handover events to end users. Create documentation for the event's Printing: Pulls business card order data from the client system Ensure the order process is full approval Print process to JLL vendor Distribute business cards to end users Snack, Beverage & Mineral Water: Monthly stock Over time, track patterns in discrepancies. If certain items consistently have discrepancies, it might indicate a need for process improvements or additional attention. Ensuring that expenditures are in line with the budget Shipment Package: Pulls shipment requested order data from the client system Submitting to the vendor's shipment system for requesting package/document pickup. In case for BU requested, ensure that the end user has processed and shared the client PO number for further arrangement processes. Processing JLL POR & POs, Vendor Invoices & GR Swag, Gift & Warehouse: Ensuring updates of the items within the shipper. Ensuring outbound and inbound within the shipper. Distribute swag & gift to employees. Ensuring that employees are eligible to receive gifts and swag in the system, and inputting data once employees have received the items. Health Care, Amenities, Stationery & Office Supplies (Consumable's): Monthly stock Over time, track patterns in discrepancies. If certain items consistently have discrepancies, it might indicate a need for process improvements or additional attention. Ensuring the items displayed in placed. Ensuring that expenditures are in line with the budget Access Card data & issue: Monitoring reception / coordinator admin 2, to do updates access card data & issue. Ticketing & Meeting room booking: Responding to and resolving tickets accurately and promptly. Assisting end user to booking meeting room in Gowork / Wework system (only for meeting room under credit) Lockers: Assisting end user to booking lockers (process register, borrowed, returned) Assisting if any employees lost lockers key. Ensuring all data updates. VVIP & VIP Guest: Assisting client to booking accommodation (Golden bird taxi). Office Greenery: Managing routine deliveries and schedule maintenance as well as arranging placement of greenery with vendors. Processing client approvals. Pest Control: Managing routine maintenance as well as arranging schedule with vendors. Disinfectant: Managing maintenance as well as arranging schedule with vendors. Office Cleaning & Cleaner's: Ensuring office area cleanliness through daily routine inspections. Conducting weekly joint inspections and providing updates. Parking lot: Providing clear information regarding parking subscriptions On-boarding / Off-boarding: Assisting with onboarding tasks, including preparing welcome gifts and arranging the booking of meeting rooms for new employees (NEOs). Assisting with offboarding tasks, such as collecting and handing over building access cards and Gowork/Wework access cards. Admin Asset's List: Record or inventory of assets owned and managed by an administrative department within an organization. These assets can include physical items, equipment, tools, or resources that are used to support the administrative functions and operations of the organization. Office Moving: Contribute proactively to arrange office moving. Loading Unloading Dock Permit: Monitoring the loading - unloading permit process managed by the receptionist/admin coordinator 2 to ensure no steps are skipped. Initiative: As coordinator admin 3 is willingness and ability of employees to take independent actions, make decisions, and contribute proactively. It involves employees going beyond their regular job responsibilities to identify opportunities, solve problems, and drive positive changes. Storage: Responsible to arrangement and management of items, goods, or data within a storage space to ensure easy access, efficient use of space, and effective retrieval. Monitoring & ensure storage is cleanness and tidy. Bi-weekly Meeting: Responsible for preparing a concise report summarizing progress, achievements, and any challenges encountered during the week . Sharing the specific problems are facing. have an opportunity to brainstorm and suggest solutions for the challenges presented. Collaboratively find feasible solutions and offer support to overcome obstacles . Location:
On-site –Jakarta, Indonesia 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!
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