Facilities Coordinator

Position Overview

The Workplace Coordinator is responsible for the seamless execution of daily workplace operations, budget compliance, and service delivery at client's office at Taipei. This role acts as the primary on-site standard-setter, serving as the critical bridge between Taipei-based employees (users), the landlord, service providers, and regional APAC management teams. The core mission is to treat the physical workspace as a product—executing workflows with extreme urgency, maintaining an aesthetic baseline of excellence, and managing facilities spend with total precision.

Key Responsibilities & Deliverables

• Digital Systems & Platforms Management
  
  

Ticket Management: Triage, monitor, and resolve workplace service requests.

Manage all vendor Purchase Orders (POs) and verify system invoices to maintain strict budget compliance.

Slack Channel Ownership: Own and monitor the Taipei office Slack channel hourly, maintaining a friendly, concise, and solution-first Stripe tone for all employee communications and maintenance announcements.

Visitor & Event Platforms: Oversee Envoy workflows to ensure 100% of external visitors and vendors are registered in accordance with global compliance policies. Coordinate event requests via Summit, ensuring complete alignment with local rules regarding catering, alcohol, and guest volumes.

• Daily Operations & Facilities Excellence
  
  

Running the Floor: Conduct a minimum of two daily quality-audit floor rounds (the first completed immediately upon arrival) to evaluate meeting rooms, kitchens, IT amenities, and plant health. Log detected issues into Corrigo within 1 hour.

Meeting Room Readiness: Ensure 100% of meeting rooms are fully stocked with standard functional amenities (markers, dusters, HDMI cables) and perfectly organized (cables tied away, chairs neatly arranged) before business hours begin.

Preventative Maintenance Planning: Keep a meticulous asset inventory (AC units, UPS, coffee machines, appliances, fire equipment) and track scheduled preventative maintenance (PM) updates.

Snag List & Space Improvements: Track all outstanding facility snag items, physically verify and photograph contractor rectifications, and coordinate space changes or workstation moves (MAC). Log and submit data-backed workplace improvement ideas to the Project Management Office (PMO).

Mailroom & Courier Operations: Organize the mailroom layout, coordinate the daily two-pickup schedule, log incoming mail via Zoom, and compile courier billing data for Stripe Accounts Payable (AP) processing.

• Vendor & Soft Services Management
  
  

Cleaning Oversight: Maintain a pristine office environment throughout the day. Audit cleaning schedules to ensure disruptive tasks (such as vacuuming) occur strictly outside core business hours (before 8 AM or after 7 PM).

Pest Control & Landscaping: Coordinate monthly pest treatments, manage updated chemical MSDS paperwork with the HSE team, and audit regular interior plant watering logs to keep office greenery perfectly healthy.

Consumables & Supplies: Track inventory thresholds for stationery, office consumables, pantry items, and first aid supplies via Google Sheets, triggering reorders before stock drops below baseline thresholds.

Vendor Performance Management: Act as the primary local relationship manager for soft-service suppliers, driving formal Quarterly Business Reviews (QBRs) and reporting on vendor KPI data during Monthly Business Reviews (MBRs).

• Financial Control & Cycle Deadlines
  
  

Monthly Financial Cycle Execution: Take full accountability for the structured monthly workplace billing cycle:

Budget Planning Support: Map ongoing asset lifecycles and vendor pricing models to support the compilation of annual corporate facilities service budget drafts by designated autumn deadlines.

• Stakeholder & Compliance Alignment
  
  

Community Engagement: Act as the highly visible, warm, and professional face of workplace management. Connect personally with employees, execute specialized Day 1 orientations and office tours for new joiners, and maintain backup front-of-house coverage as required.

Stakeholder Strategy: Maintain and execute a written Stakeholder Strategy document detailing engagement methods and communication cadences for Executive Assistants, Site Leads, building management, and IT teams.

Meeting Participation: Prepare for and actively contribute site performance data to client meetings and business updates, presenting Taipei-specific metrics with clear professional ownership.

Safety Compliance : Uphold local Taiwan regulations and JLL safety standards, log proactive hazard observations, and submit near-miss reports to the Regional EHS Manager on the day of discovery.