Role Summary Provide integrated operational and compliance support to ensure the seamless, safe, and timely execution of workplace transformation projects. This role serves as the operational engine for the MAC team, owning administrative workflows, data consolidation, vendor coordination, and H&S documentation, enabling managers to lead strategically on site. Requires a highly organized, proactive professional with experience in project operations, facilities coordination, and health & safety compliance within dynamic, multi‑vendor environments.
Key Responsibilities
Project Operations & Reporting
Build, maintain, and update project trackers for 60+ annual MAC initiatives
Consolidate and prepare data for client reporting, governance meetings, and internal reviews
Ensure all project documentation (drawings, O&Ms, permits, close‑outs) is complete, accessible, and audit‑ready
Workflow & System Management
Prepare, issue, and track all work orders via Corrigo (60+ WOs/week)
Manage end‑to‑end ECAP request processing and PO status tracking – escalating delays proactively
Submit and monitor Authorization to Work (ATW) forms (8–10/week), ensuring full compliance with site and H&S standards
Vendor & Contractor Enablement
Coordinate site visits, inductions, logistics, and access for MAC artisans and third‑party vendors
Monitor contractor compliance with JLL/HSBC H&S policies, PPE, permits, and SWMS
Serve as primary administrative liaison between MAC Managers, vendors, and the Central Admin Team (CAT)
Health & Safety & Compliance
Maintain and verify H&S training records for MAC team and contractors; coordinate refreshers/onboarding
Support incident reporting, investigation, and follow‑up in collaboration with H&S leads
Champion safety culture through near‑miss reporting, behavioral observations, and policy reinforcement
Manager Support & Representation
Represent MAC Managers at safety briefings, vendor meetings, or site walkthroughs as required
Compile and verify monthly OT records and timesheets for technicians/artisans
Provide day‑to‑day operational backup to ensure continuity during manager absences or high‑demands periods
Qualifications
Required:
3+ years in project coordination, facilities management, or construction operations with demonstrated ability to manage multi‑stream workflows under pressure
Proven experience supporting H&S compliance: maintaining training records, enforcing method statements, and managing permit‑to‑work systems
Strong operational aptitude: highly organized, detail‑oriented, and able to prioritize competing deadlines in a fast‑paced environment
Proficient in MS Office Suite (Excel, Word, Outlook, Power Point) – advanced Excel skills preferred
Confident communicator – able to liaise with contractors, vendors, clients, and internal teams with clarity and professionalism
Able to conduct site walks, attend safety briefings, and operate in active project environments
Desired experience and technical skills:
Experience in corporate real estate, banking sector, or large‑scale workplace transformation
Formal H&S training or prior role with dedicated safety responsibilities
Working knowledge of ECAP/PO workflows, Corrigo, or similar FM systems
