Workplace Coordinator

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Our people at JLL and JLL Technologies 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.

Workplace Management

What this job involves

The Workplace 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.

What your day will look like

• 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 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
• 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
• Maintain premises in neat and good working condition at all times
• Liaising with other teams to provide a consistent and seamless experience to all location end users.
• Support location leads with local events within the assigned event spaces and areas
• Support and manage catering requests for events
• Support and maintain an accurate Space Planning overview for the client occupied space
• Assist the wider CRE Team with remote Client Remote sites

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 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

• 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

Location:

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email or call + 44 ( 0 ) to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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