Join to apply for the Facilities Coordinator role at JLL
Join to apply for the Facilities Coordinator role at JLL
* To Pro-actively support the Facility Manager and Hub Manager in the day to day delivery of all facility management related functions and when needed, also covering the main switchboard activities and the running of the Reception and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees.
MAIN PURPOSE:
* To Pro-actively support the Facility Manager and Hub Manager in the day to day delivery of all facility management related functions and when needed, also covering the main switchboard activities and the running of the Reception and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees.
MAIN JOB RESPONSIBILITIES:
* This role involves providing exceptional customer service, fostering community and collaboration, and supporting various workplace initiatives.
* Process invoices without delay and in deadlines, as per instruction from the Finance Department
* Office maintenance: Ensure the office is organized and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..).
* Help and achieve customer satisfaction through providing high standard services, attention to detail, identifying and implementing improvements in FM services as well as implementing of any EMEA roll out activity in timely manner
* Provide excellent customer service to employees and visitors, responding to inquiries, providing information, and addressing concerns promptly and professionally.
General Responsibilities
Operations and Building Management
* Proactively engage stakeholders to ensure that on site client’s expectations are met as key point of contact for Facilities and support to staff
* Office cleanliness: oversee & report cleanliness in office, pantries, etc. Janitorial, Stationary, Post/Courier, Engineering& Cleaning Services
* HSE: Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report). Ensure the provision of a safe working environment for JLL team and vendors
* HSE: Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing
* HSE: Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them.
* Ensure JLL HSSE contractor management process is being followed when vendors attend site.
* Data Quality: Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites
* Regularly meet Client for update and feedback on ongoing FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
* Communicate and cooperate with landlord where and when necessary and required
* Landlord main of contact. Maintain building procedures and performance measures and ensure they are maintained at all times: Supporting Cleaning and H&S Audits
* Regularly meet Regional Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
Vendor Management
* Regularly meet with vendors and monitor activity, keep written documentation about meetings and topics discussed
* Ensure RAMS are provided
* Audit scorecards and Jagger updated and vendors are aligned with JLL procedures and protocols engagement.
Finance Management
* Process invoices without delay and in deadlines, as per instruction from JLL Finance team and ensure JLL financial processes are followed at all times.
* Raise Purchase Orders (PO’s), regularly review accruals and open PO’S and take necessary actions to successfully and without delay receipt and close or cancel all open PO’s and balances – annual and reactive POs. (new Poland)
* UMLV Reporting and updates to ensure weekly match to opened POs. (new Poland)
* GR’d invoices matched to Pos and Quarterly Forecast Management
* Capex and Opex review
Soft skills
* Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers
* Communicate in professional manner, taking the audience into account
* Respond to requests and e-mails in a timely manner
* Potential Front Desk coverage as required.
* Meet & greet all those entering the office in a warm, professional and polite manner
* Badge management: remote owner where Physical Security is not active. Tag, control and create access cards per client request
* Visitor Management – Envoy + Work with Client’s Physical Security protocols to ensure a record and data entry for guests / contractors attending site is completed
* Access control with building management where access is to be requested and approved.
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Management and Manufacturing
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