Operations Coordinator Jones Lang LaSalle

The Business Support Liaison will be responsible for coordinating with our retail/branch stakeholders, landlords, and internal stakeholders to ensure effective management of site inspections, building risk actions, supply chain personnel, and health and safety requirements. Your role will also involve maintaining documentation, tracking budgets, and aiding with various administrative tasks. This position reports to the CS Health and Safety & Operations Manager and is crucial for maintaining our commitment to safety, risk control and customer satisfaction.

Responsibilities:

• Coordinate with retail/branch stakeholders to address site inspection outputs and building risk actions, ensuring updates are recorded on central tracking systems.
• Collaborate with the distribution support team to cascade details of mobile/visiting supply chain personnel to the retail/branch network.
• Engage with landlords to address building-related impacts, inspection requests, and coordinate consents and access/maintenance permits.
• Update internal environmental reporting with saving plans and sustainability/CNZ reports from central business intelligence dashboards.
• Track and manage budget approvals in accordance with specified financial processes.
• Maintain the parking allocation database and act as a CS liaison with Physical Security for assigned car parking allocations.
• Process and code network utility bills, engage with utility providers for queries, and ensure proper invoice coding.
• Coordinate and communicate with the retail/branch network to ensure effective progress and completion of scheduled fire/safety drills.
• Collaborate with the retail/branch network to maintain the availability and application status of Emergency Response Plans.
• Coordinate health and safety (H&S) inquiries and requests between the retail/branch network and CS health and safety manager and provide necessary liaison support as guided.
• Coordinate with appointed consultants regarding the status of building statutory permits until permits are issued and received.
• Maintain H&S notice boards, ensuring compliance with internal policies and guidelines.
• Liaise with appointed training providers to schedule health and safety training, manage payment coordination, and ensure timely certificate issuance.
• Serve as an interlink between selected project frontier teams and the retail/branch network, reporting progress on execution of project requirements.
• Follow up on payments with H&S suppliers, vendors, and service providers internally.
• File H&S documentation, training certificates, logs, and reports, ensuring timely soft copy backups
• Update branch network emergency response team sheets, identify training gaps, and maintain up-to-date records.
• Update fire drill trackers based on conducted drills throughout the portfolio.
• Attend meetings with the H&S Manager, prepare meeting minutes, and manage the attendee logbook.
• Prepare meeting minutes for Safety Committee Meetings and ensure proper documentation.
• Maintain active and up-to-date Labour Office Health and Safety Checklist documentation as directed by the CS health and safety manager.
• Support preparation of Civil Defence Letters and issuance following internal signatory and stamping. Supporting compilation of required documents, training and subsequent follow-up with the relevant consultants until license issuance.
• Engage with relevant internal stakeholders to collate evidence for business engagement and internal audits.
• Collaborate with internal stakeholders to ensure retention of CS assets/equipment from outgoing employees.
• Upload relevant documents to specified intranet locations.
• Engage with the retail/branch network to record, track, and progress assigned internal H&S actions.
• Perform other administrative and support tasks as required.