JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
The Facilities Coordinator will assist with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support where required
Workplace ManagementProvides 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 locally 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 E1 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 PerformanceDevelop 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.
Other duties as assigned by the Account Lead / Real Estate
Identify any innovations and best practises 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 ManagementDemonstrates 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
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
