Facilities Coordinator

What this job involves:

This position serves as Facilities Coordinator for all soft services aspects of facility responsible for managing day-to-day facilities operations by maintaining world-class working environment to create wonderful workplace experience for employees. You will manage general employee request, reception and mailroom while inspecting buildings to confirm safety standards, identifying, planning, and reporting major areas needs for repair. This role contributes to JLLs business objectives by conducting and operating regular facilities inspections and audits while being responsible for office facilities and office space being well-maintained and ensuring all site documentation are updated, and maintaining JLLs reputation for excellence in corporate real estate services through seamless facilities coordination and assisting in special events within office while assisting with critical out-of-hours issues & participating as key team member in responses to emergency situations when necessary and being vendor POC on soft services for daily operations.

What your day-to-day will look like:

• Manage day-to-day facilities operations by maintaining world-class working environment to create wonderful workplace experience for employees
• Manage general employee request, reception and mailroom
• Inspect buildings to confirm safety standards while identifying, planning, and reporting major areas needs for repair
• Conduct and operate regular facilities inspections and audits
• Be responsible for office facilities and office space being well-maintained
• Ensure all site documentation are updated
• Assist in special events within office
• Assist with critical out-of-hours issues & participate as key team member in responses to emergency situations when necessary
• Be vendor POC on soft services for daily operations
• Coordinate with Facilities Manager, fellow coordinators, HK personnel, landlord personnel and vendors to ensure all tasks will run according to plan
• Conduct daily walkthroughs to ensure clean and organized office
• Respond to all work orders in timely manner, ensuring KPI compliance and excellent customer service
• Identify opportunities for improved operation and service excellence, making recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times and provision of safe workplace
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption
• Assist in procurement of vendors and services as required for hard services
• Provide coordination and support events, meeting and conference facilities as required
• Perform other duties that may include but are not limited to: equipment maintenance, landlord relations and management of building access passes
• Update and maintain accurate records and official documentation for site/s including web pages where any other activities to support JLL and/or operations, including, but not limited to: moves/reconfigurations and building operations
• Comply with all requirements of client contract and meet or exceed Key Performance Indicators
• Deliver exceptional quality of service, as reflected by client feedback
• Coordinate site operations in accordance with all agreed policies, procedures and contract scope.
  
  

Required Qualifications:

• Knowledgeable in Ticketing System
• Email Management capabilities
• Customer Services expertise
• Parking Management experience
• Events Management skills
• Process Improvement understanding
• Capability to manage day-to-day facilities operations by maintaining world-class working environment
• Ability to manage general employee request, reception and mailroom
• Understanding of inspecting buildings to confirm safety standards while identifying, planning, and reporting major areas needs for repair
• Experience conducting and operating regular facilities inspections and audits
• Capability to be responsible for office facilities and office space being well-maintained
• Ability to ensure all site documentation are updated
• Understanding of assisting with critical out-of-hours issues & participating as key team member in responses to emergency situations
• Experience being vendor POC on soft services for daily operations
• Capability to respond to all work orders in timely manner, ensuring KPI compliance and excellent customer service.
  
  

Preferred Qualifications:

• Advanced experience with Ticketing Systems
• Background with Email Management platforms
• Understanding of Customer Services best practices
• Knowledge of Parking Management systems
• Background with Events Management coordination
• Experience with Process Improvement methodologies
• Understanding of managing day-to-day facilities operations by maintaining world-class working environment to create wonderful workplace experience
• Knowledge of managing general employee request, reception and mailroom operations
• Background inspecting buildings to confirm safety standards while identifying, planning, and reporting major areas needs for repair
• Experience conducting and operating regular facilities inspections and audits
• Understanding of being responsible for office facilities and office space being well-maintained
• Knowledge of ensuring all site documentation are updated
• Background assisting in special events within office
• Experience assisting with critical out-of-hours issues & participating as key team member in responses to emergency situations
• Understanding of being vendor POC on soft services for daily operations
• Knowledge of coordinating with Facilities Manager, fellow coordinators, HK personnel, landlord personnel and vendors
• Background conducting daily walkthroughs to ensure clean and organized office
• Experience responding to all work orders in timely manner, ensuring KPI compliance and excellent customer service
• Understanding of identifying opportunities for improved operation and service excellence
• Knowledge of providing information and direction to vendors, facilities staff and other service providers
• Background assisting in procurement of vendors and services as required for hard services
• Experience providing coordination and support events, meeting and conference facilities
• Understanding of updating and maintaining accurate records and official documentation for site/s
• Knowledge of complying with all requirements of client contract and meeting or exceeding Key Performance Indicators
• Background delivering exceptional quality of service, as reflected by client feedback
• Experience coordinating site operations in accordance with all agreed policies, procedures and contract scope.
  
  

Location: Onsite

At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees. We choose to take the more inspiring, innovative, and optimistic path on our journey toward success. What sets JLL apart is our culture of collaboration, locally and across the globe, which allows us to create transformative solutions for the real estate industry. We support each others wellbeing and champion inclusivity and belonging across teams.

JLL is an Equal Opportunity Employer committed to diversity and inclusion.

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