Facilities Coordinator

JLL supports the Whole You, personally and professionally.
An exciting opportunity has arisen for a Facilities Coordinator to join JLL’s Integrated Facilities Management business at one of our key accounts in Lyon France. The Facilities Coordinator will have the responsibility to deliver the Facilities services and will assist the Facilities Manager in France and Switzerland with administration and operational activities in accounting and finance, reporting, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team and have the capability to lead smaller operational projects.
**What this job involves**:
Client/Stakeholder Management
Provide superior customer service to meet on-site client’s expectations.
Procurement & Vendor Management
Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works). As a start on specifically: Dining, Cleaning and Interior/Exterior landscaping
Assist in the procurement of vendors and services as required
Keep local Client informed of supplier/service performance
Finance Management
Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
Ensure prompt and accurate management of purchase orders
Management of the administration related to the needs of the service; tables for tracking the sending of invoices, updating the database of GDV employees, management of Wifi-guest etc.
Health & Safety Management
Conduct regular audits to ensure safety procedures on site are in place and working
Assist in carrying out safety procedures when needed
Site Operations Management
Deliver the FM Services accordingly to the Client’s procedures and JLL best practices. Show with clients and employees always a positive and active behaviour and service minded approach.
Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
Provide support for regular reporting packages
Sorting and distribution of mail (except registered mail) or parcels - internal and external
Collect and box documents from reprography, 23 kg packages
Ensure all shipments leaving the reprography department (STACI)
Administrator of the P4P badge management software in close collaboration with the HR department and the Horoquartz supplier.
Monitoring of employee starters and leavers, internal office moves or changes within departments and update employee services accordingly.
Rental car reception (SIXT) management. Receive car key, inform employee of their arrived rental car, hand over keys
Risk Management
Assist in the implementation and management of property risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans (support on Merck’s local 2800 program)
Follow established escalation procedures and incident reporting procedures
Fluent in French
Good knowledge of English Strong interpersonal skills to manage a wide range of service providers
Excellent written and oral communication skills
Strong computer skills in Microsoft Office
**Proficiency in using specific equipment**: franking machine, envelope stuffing machine, software use, Fedex, Chronopost, GDV
Willingness to help colleagues
Ability to solve problems or improve operations
**Missions
Soutenir les besoins ponctuels du FM
Être capable de fournir les bonnes informations au technicien concernant l'entretien du bâtiment (CVC, problèmes d'électricité, etc.).
Comprendre les exigences opérationnelles et techniques du site et s'assurer que les contrats en cours soient maintenus
Examiner et effectuer des contrôles ponctuels pour s'assurer que les fournisseurs/prestataires de services respectent leurs obligations contractuelles envers le client.
Veiller à ce que des inspections détaillées du bâtiment soient régulièrement effectuées et fassent l'objet d'un rapport en temps voulu.
S'assurer que la gestion de l’outil de travail (Corrigo / GMAO) soit utilisé efficacement et que les demandes soient traitées en temps et en heure.
S'assurer du bon suivi du plan de maintenance préventif
Comprendre et respecter les normes EH&S de Merck et JLL et signaler toute anomalie.
Gérer et aider à répondre aux besoins opérationnels du site tels que la réception, la préparation des salles de réunion (déplacement des cloisons, des équipements, etc.), l'interaction avec les propriétaires
Soutenir en tant que membre clé de l'équipe à répondre aux situations d'urgence
Établir et entretenir une relation étroite avec le client, les parties prenantes locales et les employés du client
Travailler en collaboration avec les collègues de l'équipe des installations, tant au sein du compte Merck que dans le réseau plus large de Jones Lang LaSalle
Gérer la réception, le tri et la distribution du courrier recomman