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.