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:

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

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

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

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

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

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