Facility Coordinator

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you ve got deep experience in commercial real estate, skilled trades or technology, or you re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Essential Duties and Responsibilities

The FC is directly accountable for the following typical activities:

• Promotes high level of satisfaction among client users by promptly responding to their service requirements. Assures prompt response by other team members and selected contractors through dispatch, voice mail and/or other direct contact.
• Carries out administrative duties to support assigned site and buildings to support the Account Lead
• The role will have functional accountability for the Client Site and the jobholder is responsible for all aspects of client and tenant satisfaction.
• Promotes a team working environment by performing the prescribed duties personally or in conjunction with other members of the FM team, including service provider personnel.
• Ensures compliance with the Jones Lang LaSalle Best Practice, policies and procedures. Implements Best Practices and Jones Lang LaSalle standards for FM service provision.
• Acts as go-to person in relation to all FM activities on site ensuring potential roadblocks are identified and removed
• Act as primary contact for assigned site s contractors and vendors.
• Manages Access / Security Badging System for EMEA Region
• Maintains role as secondary contact for user relative to service requests. Communicates regularly with the Help Desk, providing necessary support and information to this primary user contact.
• Developing a close working relationship with all of the vendors under his/her control to ensure that they fully understand The Client culture and are made to feel part of the team delivering a high-quality service.
• Acknowledges role as office "ambassador". Ensures that the firms image is reflected through proper procedures, and quality service. Greets guests and customers effectively and deals with their concerns by exhibiting a professional, mature, courteous, gracious and efficient manner.
• Has ability to carry out minor repairs such as general building fabric/lamp changes, etc.
• Main point of contact for all facilities related issues on-site

Additional Duties and Responsibilities

• Assists the Account Lead and other team members in preparing Standard Operating Procedures manuals.
• Coordinates response to more complicated user service requests and assures follow-up.
• Assures compliance with Jones Lang LaSalle policies, procedures and standard practices.
• Participate with employee initiatives and processes (e.g. IPMP appraisal processes, training needs and induction).
• Co-ordination of FM related projects as required
• Liaison with clients in other account locations
• Ensure and implement compliance with HS legislation/regulations
• Liaise with all vendors, suppliers, maintenance contractors, removal firms, cleaning staff, security staff, and all other facilities contacts for the building
• Management of the Building Management System
• Monitor PPM schedule ensuring adherence to schedule
• Work closely with the Property Management Company to resolve any on-site issues
• Work closely with Client AP and Finance Dept on PO processing
• Conduct building inspections escalating any issues to the appropriate vendor
• Record and monitor utilities consumption
• Co-ordination of works and services within the site (mail room, meeting room coordination)
• Assist Facilities Manager in preparing and tracking annual Facilities budget
• Drive the Helpdesk operation and serve as a liaison with other offices, departments
• Implement standardized contractor work permit process

Key Performance Measures

• Compliance with Health and Safety legislation.
• High customer satisfaction survey rating.
• Work order closure within agreed timescales
• PM closure within agreed timescales
• IPMP

Skills

• Minimum of 3-5 years experience in facilities related environment. Experience within a global organization would be beneficial
• Demonstrate successful contract management and office management
• Proven ability to build and maintain strong vendor relationships
• Experience in financial management and budgeting while identifying cost savings/avoidance
• Advanced Microsoft Office experience (Excel, Word, Outlook) required.
• Ability to bring a fresh approach, finding solutions (using the internet to search for needs)
• Excellent written and oral communication skills, including presentation and negotiation skills
• Ability to manage multiple projects and priorities.
• Understand the legal framework of contracts
• Demonstrate successful management of contracts and measurement of service excellence
• Ability to network at all levels within the organization.
• Flexibility and adaptability to changing business requirements is an absolute perquisite for this role
• Ability to display initiative, confidence and professionalism in all dealings

• Demonstrate drive to meet deadlines

Competencies

• Positive Outlook
• Communications
• Health and Safety Conscious
• Must be prepared to be on call and work out of normal working hours where applicable
• Fluent in English

Experience

• Experience within the facilities management industry and having held similar types and responsibilities as required herein would be beneficial

Location:

If this job description resonates with you, we encourage you to apply even if you don t meet all of the requirements. We re interested in getting to know you and what you bring to the table!

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Jones Lang LaSalle ( JLL ) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.