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Facilities Coordinator
The Facilities Coordinator will assist with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support where required.
Workplace Management
- Provides hospitality and support for guests, visitors, and employees at client location
- Resolves problems associated with all building services including janitorial, conference rooms, workstation as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service
- Assist with the coordination and scheduling of maintenance activities locally to ensure completion within the defined Service Level Agreement (SLA)
- Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all works within the office are completed to a high standard
- Take ownership for the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs)
- Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved
- Complete detailed inspections to discover all issues and assign tickets
- Ensure that facilities are compliant with local building, health, safety, and fire codes and regulations, report any issues immediately through the appropriate channels
- Create and implement site operational rules and standard operating procedures.
- Identify opportunities for improved operational standards
- Proactive in finding improvements and following through on a plan to complete
- Complete short and long-term projects for the client
- Ensure all work completed stays within the client’s budget
- Identify costs saving ideas on a monthly basis
- Coordinates special events in support of client or JLL
- Pick-up, drop-off, prepare postage/labels
- Support the client event team with coordinating JLL onsite vendors to set up events
- Coordinate with the relevant client teams to set up co-location spaces
- Manage office supplies and reorder stock as required
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Finance Management
- Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
- Support to track all site relevant actual spends vs. budget
- Ensure prompt and accurate management of purchase orders
- Raising and receipting of purchase orders in E1 or other systems as required
Health & Safety Management
- Conduct regular audits to ensure safety procedures on site are in place and working
- Ensure all records are kept up to date in relevant locations
- Ensure H&S Roles and Responsibilities for the account are understood and in place on site.
- Assist in carrying out safety procedures when needed
- Reporting on JLL H&S platforms as required
Vendor and Supplier Management
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- Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
- Work with our suppliers to develop a one team approach to managing the services and report any issues to JLL management
- Assist in the procurement of vendors and services as required
Account Performance
- Develop and maintain strong and healthy relationships with the client and key stakeholders
- Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction
- Complete all reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement
- Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead
- Ensure compliance with JLL minimum audit standards
- Update facilities related information as requested.
- Other duties as assigned by the Account Lead / Real Estate
- Identify any innovations and best practises that can support the account
- Contribute to the JLL H&S standards and work within the agreed H&S roles and responsibilities
Client Focus & Relationship Management
- Demonstrates proactive & professional approach to customer service and stakeholder engagement
- Ability to interact with a wide range of client staff, including senior levels
- Has a customer service oriented attitude
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Skills
Facilities Management
Vendor Management
Budget Tracking
Health and Safety Compliance
CMMS
Stakeholder Management
Procurement
Operational Planning
Customer Service
Administrative Support
SLA Management
Event Coordination
Location