Facilities Coordinator

JLL supports the Whole You, personally and professionally.
We are looking for a Facilities Manager for our Integrated Facilities Management business line.
About JLL
We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL
Role Purpose
To pro-actively support the Facilities Manager and EMEA Account Director in the day-to-day delivery of all facilities management related functions and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees.
The Facilities Co-ordinator based in London, UK will work to ensure co-ordination of the day-to-day client activities for assigned properties and support the Facilities Manager by being the on-site key point of contact for key stakeholders and/or client. The role will have responsibility for service quality, helpdesk task resolution, vendor management and operations on site.
What this job involves
Co-ordinating responsibility of the Paris office and remotely supporting Amsterdam, Lausanne with additional support with 4 other European offices.
Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers
Client/Stakeholder Management
Proactively engage stakeholders to ensure that on site client’s expectations are met
On-site key point of contact for Facilities in the client’s premises
First contact for support to staff
Communicate in professional manner, taking the audience into account
Vendor Management - Janitorial, Stationary, Post/Courier, Engineering& Cleaning Services
**Office cleanliness**: oversee & report cleanliness in office, pantries, etc.
Ensure JLL HSSE contractor management process is being followed when vendors attend site.
Communication to Vendors and Supplier
Finance Management / Cost Control / Profitability
Process invoices without delay and in deadlines, as per instruction from JLL Finance team
Ensure JLL financial processes are followed at all times
Raise Purchase Orders (PO’s), regularly review accruals and open PO’s
Health & Safety Management
Ensure the provision of a safe working environment for JLL team and vendors
Ensure near misses/good catches are logged through CMO - HSSE System for all assigned sites
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 site logbooks are being administrated and documents uploaded to sharepoint
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 for items within JLL control
Supporting Cleaning and H&S Audits for JLL
Attending HSE Audits
Site Operations Management
Implement building procedures and performance measures and ensure they are maintained at all times
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..).
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 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
Identify and present opportunities to improve customer experience
Ideal Experience
Experience in facilities management, building, business or other related field
Excellent people skills and ability to interact with a wide range of client staff and demands
Knowledge of Occupational Safety requirements
Strong PC literacy and proven ability to manage daily activities using various systems
Demonstrated experience with continuous improvement initiatives (highly desirable)
Knowledge of vendor management for specialized services
Proven capacity to understand and interpret commercial contracts
Budget management and financial analysis skills
Other Personal Characteristics
Strong communicator - Good presentation skills and possesses strong verbal & written communication skills also an active listener
Passion for quality - has an eye for detail to make sure the best delivery of services
Self-motivated; confident & energetic
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