- Helpdesk/Reactive Work Orders
Receive helpdesk services requests generated by users through Shell Hub
Raise services requests if received though other channels (G4S team, Help Desk phone number, Shell Workplace App services requests Shell have not cancelled both yet) in Corrigo
Assign and dispatch services requests to specific service providers based on nature of works for all complaints, services requests and Site & Safety Walk findings
Communicate and/or coordinate with requestors to ensure request closure, request status, reasoning and commit on probable timing of request closure
Follow up on completion of services requests with respective service providers and ensure they meet response times in Corrigo
Record/keep tracking and pull monthly report of work orders
Raise project proposals (PTs) according to project categories including Project, Ad Hoc/On-Demand and TCC15 [transferring to Corrigo]
Generate POs via JDE System [transferring to Corrigo]
Delegate GR & Rubber Stamp (invoice processing) with Finance team
Keep track of PTs documents and approvals in SharePoint and in Procurement Tracker
Manage Jaggaer System JLL's e-bidding platform
Monthly reports: Reactive Work Orders, Procurement Tracker, Time Sheet Summary of Technicians, Handyman, HSSE Supervisor, Mailboys, Coffee Girl, Security Guards and Drivers, Overtime Report of Technicians, Handyman and HSSE Supervisor, RE DE&I
Daily reports: Overnight Parking Requests, Priority Matrix [Escalated Service Requests Tracker), Site & Safety Walk, Security Reminder [Shell's policy to track personal belongings being left unattended]
Records: HO2's elevators malfunction, Soft Services service request (for MOSR data), temperature issue, water dispenser, air purifier, exhaust fan
Oversee inventory management
Keep track of RE stationeries record (hard copy), update stock and request for re-purchase of RE stationeries
Manage team's uniforms stock and sizing alteration
Keep recording and tracking of Technicians trainings and certificates, apply and extend certifications and fit-to-work tests
Filing RE training documents for both client and JLL team members in SharePoint
Coordinate training process of RE members: book trainings, prepare documents, raise PTs, confirm payment, book Carpool, certificates filing
- Card Reader Access System via Genetec
Generate new access cards (from GID form) for new contractors Canteen, tenants, cleaners
Manage access for staff, contractors and visitors (lobby 1 & 2)
Manage lost cards deactivate access, generate replacement
Time Sheet Summary Manage daily clock in system [] for Technicians, Security Guards, HSSE Supervisor, Handyman, Gardeners/Cleaners (both HQ and CNS), Drivers and Mailboys update new joiner and delete retired staff
Manage monthly working schedule in Cadena System for Technicians, Security Guards, HSSE Supervisor, Handyman
Submit monthly Time Sheet Summary of Technicians, Handyman, HSSE Supervisor, Mailboys, Coffee Girl, Security Guards and Drivers to respective supervisors
Supervise Cadena System for Technicians, Security Guards, HSSE Supervisor, Handyman's overtime requests and approvals
Generate monthly overtime reports for further PT request
Keep track of AC cleaning overtime records and reports
Ensure monthly overtime requests align with plan proposed weekly to the client
Coordinate with JLL's HR to update overtime's approver flow in the system
Check room booking, confirm setup plan with Handyman [when P'Sa is on leave], check EV Charging Stations booking and contact users for urgent/special cases
Keep track and submit monthly data: Regional Tracker, CIP Log, Electricity & water Data, Thailand folder
Coordinate with related operations for sustainability initiatives implementation
Prepare information/materials for QBPR when requested
Check monthly food and garden wastes data with Canteen staff and gardener
Keep track and submit monthly waste data in Data Integration System and Waste data Managers
Check for needs and provide materials for Canteen staff and gardener
Submit quarterly data updates and reports/presentations now completed
- Manage Shell Workplace App
Publish and promote announcements as well as notifications, oversee services requests, pull analytics reports
Manage RE forms including Overnight Parking Request, Technician's Daily Checkpoints, EV Vehicles records and LPR Vehicles Registration
- Manage RE functional card and RE email
Manage RE functional card login and use RE email to send out internal announcements as well as daily Overnight Parking Requests to G4S team
Manage RE contacts and team members information, occasionally update team structure
- SharePoint file management
Manage duplicate files and retrieval access for site's recycle bin in SharePoint
Coordinate with IT team for password reset of team members
Raise HR Direct Portal ticket for Technicians
Coordinate with HQ for team members documents, uniforms and insurance (annually)
Coordinate with HR for relevant access of new team members
- Perform other duties as requested
Perform public announcements and MC duty during company's events/activities
Assist in the event setup process and facilitate the event over weekend
Draft and send out internal email announcements
Provide signages and other related documents like event signing form, tenant agreement, site visitations, Seismic flowchart, earthquake emergency announcement soundtrack revision
Assist with other RE activities, e.g., Thailand Energy Award (TEA), Fire Drill prepare nametags and update sequence before the event & supervise headcounts process for HO1 during the event
Translate and proofread related documents and interpret during important meetings
