Facilities Coordinator (Indonesia)

This position is for K2 Data Centres (PT K2ID Strategic Infrastructure), a company under Kuok (Singapore) Limited, based in Jakarta, Indonesia.

Job Function Summary:

The facilities coordinator will work closely with the Facility Lead and Critical Facilities Manager to support all aspects of data center activities. He/She will be responsible for internal and external customers seeking support and information and manage Data Centre operations and administrations, including Work Order coordination, database management, daily operations, coordination of budgeting, maintaining records, and providing general support services for the department. Additionally, the Facilities Coordinator will manage all outside contractors, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

DUTIES AND RESPONSIBILITIES

• Monitor and implement facility management programs, including preventive maintenance and life-cycle requirements.
• Manage the maintenance management system, including receiving work requests, assigning work orders, entering system data, and providing the overall system administration.
• Manage relationships with vendors and contractors, negotiating contracts and ensuring that vendors deliver services in compliance with contractual obligations and in a timely and effective manner.
• Set up, maintain, and organize the department's central files, information, and filing.
• Responsible for planning and executing office churn moves, expansions, renovations, and floor plan updates.
• Supervise and train facility employees and contractors as needed.
• Prepare and manage the facility's budget and keep track of operational expenses to analyze and report on facilities' financials and performance metrics.
• Maintains safety standards by conducting regular checks of fire safety equipment, emergency exits, and other safety systems in the Data Centre campus.
• Promote and implement sustainable practices within the facility, including energy conservation and waste management programs.
• Investigate and identify possible space improvements.
• Independently maintain and update administrative policies and processes.
• Manage the key client team representatives effectively to ensure that expected service levels are achieved.
• Build strong working relationships with key client representatives, promote the company's engineering platform, and provide a key linkage between the broader organization and the client representative and account team.
• Coordinate with stakeholders to ensure the smooth delivery of programs and procedures.
• Any other duties as assigned.

Client/Stakeholder Management

• Manage the key client team representatives effectively to ensure that expected service levels are achieved.
• Build strong working relationships with key client representatives, promote the company's engineering platform, and provide a key linkage between the broader organization and the client representative and account team.
• Coordinate with stakeholders to ensure the smooth delivery of programs and procedures.
• Require to physically check and complete the occupancy data based on client requirements with provided templates.

Procurement & Vendor Management

• Review the maintenance/service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools, and documentation.
• Plan and manage budgets for Engineering and operational contracts.
• Manage contracts with vendors for technical services.
• Coordinate the arrangement of procuring gowns and food items for training at the cleanroom and arrange for delivery to the end-user’s department.

Site Operations

• Plan and take responsibility for smooth operations of all mechanical, electrical, and plumbing installations and building works pertaining to the facility.
• Emergency call support and site attendance as required.
• Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time.
• Develop and implement innovation programs and processes that reduce utility costs increase productivity, and savings.
• Continuous optimization of processes, tools, and documentation
• Achieve key performance indicators and service level agreement targets.
• Attending to ad-hoc guests at the visitor waiting area
• Ordering and tracking of first aid supplies, office supplies, and pantry supplies for office
• Collection of mail from the letterbox and distribution to the relevant department mailbox.
• Manage and program the registering and issuing of badge access and handle any badge-related issues for users and visitors daily.
• Manage ad-hoc projects such as procurement for employees' benefits (T-shirts, food, etc.)

Events Management

• Setting up of space for the celebration of events, including moving of light furniture
• Ordering of festive decorations, including engagement with landscaping vendors for festive plants
• Planning of celebrations for festive holidays and monthly birthday celebrations
• Assist in liaising with the event catering vendor and process petty cash procedures.

Qualifications/Skills required:

• Degree/Diploma in Facility Management or related field.
• At least 5-8 years of relevant experience, preferably in facility management/property management
• Demonstrated customer service excellence.
• Building management and facility and maintenance operations.
• Maintenance management and meeting room reservation software.
• Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers.
• A team player who is respectful and supports/ communicates constructively.
• Must be able to work a flexible schedule as the business demands (nights, weekends.)
• Able to prioritize in a fast-moving, high-pressure, constantly changing environment; high sense of urgency.
• High organization skills; able to multi-task with an analytical mindset and problem-solving skills.
• Energetic and detail-oriented with a professional service-oriented demeanour.
• Adept in Microsoft Office Suite, incl. Excel, Work, and Powerpoint. 
• Working knowledge of Tableau will be advantageous.