Facilities Coordinator

JLL empowers you to shape a brighter way.
Our people at JLL are shaping the future of real estate for a better world by combining world-class services, advisory, and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers, and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades, or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Job Description:
Facilities Coordinator

Main Purpose:
To proactively support the Facility Manager and UK 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:

• Ensure your work and management of your direct reports (if any) is in line with JLL Values, Expectations, and Behaviours
• Respond to requests and emails in a timely manner
• Process invoices without delay and in deadlines, as per instruction from the Finance Department
• 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

General Responsibilities:

• Ensure a safe and engaging environment for our colleagues and clients through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)
• Keep the site clean and tidy
• 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
• 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
• Take initiative in daily tasks, have a proactive attitude, and share knowledge with your peers
• Identify and implement at least 4 innovations which reduce costs or improve customer experience
• Help and achieve an average customer satisfaction survey of >85% through providing high standard services, attention to detail, identifying and implementing improvements in FM services as well as implementing any EMEA roll-out activity in a timely manner
• Log, monitor, and close all issues, requests, tasks, and activity in our ticket monitoring system Concept
• Regularly meet with vendors and monitor their KPIs, keep written documentation about meetings and topics discussed
• Regularly meet the client for updates and feedback on ongoing FM issues affecting the site and understand client activities which might influence current and/or regular FM operations on site
• Communicate and cooperate with the landlord where and when necessary and required
• Communicate in a professional manner, taking the audience into account
• Mail management (incoming/outgoing)
• Preparing meeting rooms for visitors and office employees
• Order of consumables (e.g., stationery, beverages, supplies, etc.)
• Communication to vendors and suppliers
• First contact for support to staff
• Ticketing System
• Raising PO’s and Invoicing
• Supporting cleaning and H&S audits
• Attending HSE Audits
• Reviewing the services provided by Reception and implementing new systems and procedures when required to improve services.