Facilities Coordinator

Role Summary

JLL are looking for a Facilities Coordinator to join the team. This person will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Workplace Coordinator is also required to provide administrative support to the team, if required.

Responsibilities:

Workplace Management:

• Provides hospitality and support for guests, visitors, and employees at client location.
• Resolves problems associated with all building services including janitorial, conference rooms, workstation as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service.
• Assist with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA).
• Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all works within the office are completed to a high standard.
• Take ownership for the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs).
• Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved.
• Complete detailed inspections to discover all issues and assign tickets.
• Ensure that facilities are compliant with local building, health, safety, and fire codes and regulations, report any issues immediately through the appropriate channels.
• Create and implement site operational rules and standard operating procedures.
• Identify opportunities for improved operational standards.
• Proactive in finding improvements and following through on a plan to complete.
• Complete short and long-term projects for the client.
• Ensure all work completed stays within the client’s budget.
• Identify costs saving ideas on a monthly basis.
• Coordinates special events in support of client or JLL.
• Pick-up, drop-off, prepare postage/labels.
• Support the client event team with coordinating JLL onsite vendors to set up events.
• Coordinate with the relevant client teams to set up co-location spaces.
• Manage office supplies and reorder stock as required.

Finance Management:

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Support to track all site relevant actual spends vs. budget.
• Ensure prompt and accurate management of purchase orders.
• Raising and receipting of purchase orders in Ariba or other systems as required.

Health & Safety Management:

• Conduct regular audits to ensure safety procedures on site are in place and working.
• Ensure all records are kept up to date in relevant locations.
• Ensure H&S Roles and Responsibilities for the account are understood and in place on site.
• Assist in carrying out safety procedures when needed.
• Reporting on JLL H&S platforms as required.

Vendor and Supplier Management:

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works).
• Work with our suppliers to develop a one team approach to managing the services and report any issues to JLL management.
• Assist in the procurement of vendors and services as required.

Account Performance:

• Develop and maintain strong and healthy relationships with the client and key stakeholders.
• Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction.
• Complete all reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement.
• Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead.
• Ensure compliance with JLL minimum audit standards.
• Update facilities related information as requested by the Facilities Manager.
• Other duties as assigned by the Facilities Manager / Real Estate.
• Identify any innovations and best practices that can support the account.
• Contribute to the JLL H&S standards and work within the agreed H&S roles and responsibilities.

Client Focus & Relationship Management:

• Demonstrates proactive & professional approach to customer service and stakeholder engagement.
• Ability to interact with a wide range of client staff, including senior levels.
• Has a customer service oriented attitude.