Facilities Coordinator

Facilities Coordinator

JLL empowers you to shape a brighter way. Our people are shaping the future of real estate 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 and grow meaningful careers. Whether you have deep experience in commercial real estate, skilled trades, or technology, or you are looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

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, to cover the main switchboard activities, the running of the Reception and associated services, and act 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 e-mails in a timely manner.
• Process invoices without delay and in line with the Finance Department's instructions.
• Raise Purchase Orders (POs), regularly review accruals, and manage open POs to ensure the successful and timely receipt, closure, or cancellation of all related items and balances.

General Responsibilities

• Ensure a safe and engaging environment for colleagues and Clients by identifying risks during regular site inspections, which must be recorded and documented (site inspection audit report).
• Maintain a clean and tidy site.
• Ensure all escape ways are unobstructed, and all materials and goods are stored according to instructions in assigned areas, respecting safety recommendations for storage.
• Ensure all chemicals used on site have an up-to-date chemical list available at the storage location, and only trained staff handle them.
• Take initiative in daily tasks, maintain a proactive attitude, and share knowledge with peers.
• Identify and implement at least 4 innovations that reduce costs or improve customer experience.
• Help achieve an average customer satisfaction survey score of >85% by providing high-standard services, attention to detail, identifying/implementing improvements in FM services, and managing timely EMEA rollout activities.
• Log, monitor, and close all issues, requests, tasks, and activities in the ticket monitoring system (Concept).
• Regularly meet with vendors to monitor their KPIs, maintaining written documentation of meetings and topics discussed.
• Regularly meet with the Client for updates and feedback on ongoing FM issues affecting the site, and understand Client activities that might influence current or regular FM operations.
• Communicate and cooperate with landlords where and when necessary and required.
• Communicate in a professional manner, taking the audience into account.
• Manage mail (incoming/outgoing).
• Prepare meeting rooms for Visitors and Office Employees.
• Order consumables (e.g., stationery, beverages, supplies, etc.).
• Communicate with Vendors and Suppliers.
• Serve as the first point of contact for staff support.
• Manage the Ticketing System.
• Handle PO raising and Invoicing.
• Support Cleaning and H&S Audits.
• Attend HSE Audits.
• Review the services provided by Reception and implement new systems and procedures when required to improve services.

Notes:

The responsibilities set out above are not intended to be exclusive, and additional duties may be agreed with the line manager from time to time. It may be necessary for employees to work on a variety of projects managed by different senior managers, in which case they will take direction from the senior manager concerned for each individual project. The line manager is responsible for setting mutually agreed objectives, undertaking regular reviews, and conducting a formal annual performance appraisal.

Location

On-site – London, GBR

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.