Facilities Coordinator - Lahore Facility
EFS Facilities Services Private Limited Pakistan, Pakistan

• Attending front reception duties like visitors, handling of EPABX system and day-to-day activities at the front desk.
• To answer the phone in a timely and efficient manner.
• To promote good relationships with client contacts and site personnel and to project a professional image of EFS.
• To provide the first point of contact with visiting authorities.
• To operate the on-site (CAFM) Computer Aided Facilities Management System for logging of information / tasks / orders on the CAFM system (360 JLL system).
• Assist where required in the production of performance and operating results/information.
• To maintain delivery records of stationery and computing consumables.
• Daily management of site contractors timekeeping and planning.•
Assist the Facilities Manager in the preparation and compilation of reports on a periodic basis.
• Liaise with the Landlord on behalf of client •
Liaise with other EFS staff and on site FM team as required.
• Control all aspects of invoice paperwork and petty cash issues.•
To maintain the Site Office organization including the maintenance of the site filing system.
• Ensure site records containing induction, training, clothing issues, holidays and sickness and overtime are kept up to date.•
Support the Facilities Manager with the maintenance of Health & Safety records and reporting statistics.
• Co-ordinate visits by site sub-contractors / visitors.
• Carry out general typing / filing duties as required.
• Carry out all reasonable tasks that may be requested from time to time by the client or EFS Facilities Services management.
• Comply with Company policies and regulations.
• To uphold and promote the good name of EFS Facilities Services at all times.
• Maintain and control the ordering of Materials with the Facilities Manager.
• To be flexible with working hours when required.
• Raise POs using client’s systems
•Update ERP (Emergency Response Plan) and Safety Passport as and when required.
• Conduct PIT (Housekeeping Inspections) as per schedule.
• Complete Framework 2.0 elements
• Complete all EHS tasks as per schedule.
• Approve Access Badge Requests
• Prepares and updates finance monthly operations for the assigned site (accruals and invoicing).
• Update the Additional Works Tracker regularly and submit to client
• Update the Contracts Register as and when required.
• Update the Risk Register daily.
• Monitoring and ordering of pantry supplies, vending supplies, hygiene and other office supplies.
• Maintaining of Conference Room bookings and reservations.
• Liaising with vendors & sub-contractors and ensure quality arrangements for trainings / conferences
• Assists the client in preparation of meetings and events.
• Prepares Monthly Operational Report to be issued to the client.
• Attend all client meetings, trainings and EHS calls.
• Prepares Minutes of the Meeting.

• At least 3 years experience within a similar role.
• General Admin Qualifications.
• Essential IT skills including experience with Microsoft Word and Excel.
• Inter-personal and customer relationship skills, to liaise with management and contractors.Job Knowledge & Skills
• Experience covering administrative aspects.
• Demonstrates the highest ethical standards when dealing with customers, suppliers and employees.
• Confidence and commitment to providing a high quality, professional service.
• Ability to collate, interpret and communicate key issues from relevant business data.
• Excellent written and verbal communication.
• Ability to prioritize tasks.
• Adaptable and flexible in approach to work required.
• Uses initiative to resolve unexpected situations and requirements.
• Excellent time management and organizational skills.
• Ability to remain calm under pressure.