Facilities Coordinator

JLL supports the Whole You, personally and professionally.

TITLE
Facilities Coordinator
- Merck Account
**Site MERCK SANTE Saint Romain (Lyon) - Facilities Department**: Part-time 50%

BUSINESS UNIT
Integrated Facilities Management

REPORTING TOSub-Regional Facilities Manager

NUMBER OF SUBORDINATES
0

POSITION GOALS
Manage and respond to requests received via telephone reception and tasks related to the mail service
PO issuance, support in Budget Handling, reporting, forecasting,
Delivery of services to operate and maintain the properties organized and tidy within the FM remit and which relate to this role’s responsibilities
Develop an understanding of a sound working
relationships with key representatives of the client and all key suppliers/service providers to the site.

DUTIES AND RESPONSIBILITIES
Be familiar with and operate to the Scope of Work as defined in the Master Agreement.
Understand the operational & technical requirements of the site and ensure that current contracts are maintained to provide necessary supplies and services.
Review and spot-check to ensure that suppliers/service providers are meeting contractual obligations to the client.
Ensure that the site is well maintained and correctly furnished/stocked to operate to maximum efficiency.
Ensure that detailed floor inspections are routinely conducted and reported on timely manner
Ensure that the Work Order system (Corrigo) is maintained efficiently for rectification of any defective items/services and ensure that these are addressed in a timely manner
Ensure PPM/Statutory work and relating equipment is properly scheduled, maintained, and reported
Understand and obey to the Merck and JLL EH&S Standards and report any abnormal findings
Manage and assist with operational needs of the Site as Reception, Meeting room preparation (moving folding wall, equipment etc), landlord interaction,
Assist as a key team member in responses to emergency situations
Establish and nurture a close relationship with the Client, local Stakeholders, and client employees
Work collaboratively with facilities team colleagues both within the Merck account and in the wider Jones Lang LaSalle network
Manage the reception, sorting and distribution of registered mail, package, internal and external, open and distribute registered mail addressed to the company
Organize the enveloping and sending of mailings by offering the best rates. (Ecopli, green letter etc)
**Manage contacts with the various couriers**: CHRONOPOST, FEDEX, LA POSTE, DHL.
Provide the interface between the assistants and the mail service.
Updates mailing lists for the site.
Ensure the renewal and distribution of reviews for the site, set up on the management software all the indicators allowing a good circulation of reviews and the entry of information, request missing reviews.
Provide refills of flipchart paper in the meeting rooms.
**Manage the services offered to employees on site**: stamp sales.
Management of site work medicine convocations in connection with the Workplace Health Administration
Receipt and routing of telephone calls
Manage the telephone answering machine
Taxis management
Mailing at the request of our internal customers
Crisis management, 2800 management, threatening calls, authorities.
Management of the administration related to the needs of the service (monitoring tables, planning, directory update, mail, eshop orders, Wifi-guest management)
Be vigilant about magazines, flowers, storage
Reception of visitors during the guard’s lunch (35 minutes)
Preparation of packages from the reprography workshop for dispatch (weight 17kg)
Collect the mailbox every morning from the collect point
Support on sad-hoc FM needs

KEY PERFORMANCE MEASURESUninterrupted site operations
Client Satisfaction
Continuously improving service
KPI & scorecards meeting target success criteria and are delivered on time

**EMPLOYEE SPECIFICATIONS**:
KEY COMPETENCIESSound interpersonal skills to manage diverse range of service providers and Client representatives
Sound written and oral communication skills
Demonstrated ability to manage multiple operational matters on a daily basis
Capacity to deal with problems
Sound computer skills in Microsoft Office
**Master the use of specific equipment**: franking machine, inserting machine, software use, Fedex, Chronopost, GDV
Technical adaptability

COMMUNICATIONRepresent Jones Lang LaSalle by behaving consistently with cultural and company requirements
Provide services to Merck in keeping with Merck cultural and company requirements.
Work towards objectives unsupervised
Be willing to assist colleagues
Provide an effective contribution to the team’s delivery
Works towards individual targets, monitor and manages individual performance
Be able to resolve problems or improve operations
Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle

LEADERSHIP
Represent Jones Lang LaSalle by behaving cons