Specialist - Facilities Coordinator

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Specialist - Facilities Coordinator

This position provides remote support for the effective management and operation of integrated facilities management (IFM) requirements. The Facilities Coordinator coordinates facility services and activities to keep daily operations running smoothly.

The role manages client service requests, maintains communication with vendors and contractors, and oversees work orders, quotations and invoices. This includes keeping accurate records and documentation for facility operations service delivery, including work order logs and service contracts.

The Facilities Coordinator helps manage budgets, coordinates service delivery and events, and contributes to client satisfaction and experience. The role plays a critical part in maintaining JLL service requests and delivery for the client, and in providing a positive service experience remotely.

Roles and Responsibilities

The key responsibilities of this role include:

Administrative Function

·       Be the point of contact for the client and oversee day-to-day facility operations services management requirements offered to the client, as per scope.

·       Provide requested or needed services support, and respond to client service requests and complaints.

·       Manage and maintain small IFM services remote tasks as assigned.

·       Assist with the coordination of service delivery with the client and vendors.

·       Coordinate special events in support of the client or JLL.

·       Provide support for meetings and conference room reservations as needed and directed.

·       Manage incident reporting for soft service-related issues.

·       Manage service contracts and documentation.

Financial Management

·       Track services budgets and expenses.

·       Assist in planning for client budget goals and objectives, and support budget planning and forecasting activities.

·       Assist with budgetary requests, analysis and reporting.

·       Assist with researching, analyzing and reporting budget variances.

·       Process invoices and purchase orders for services delivered per scope.

·       Coordinate billing and cost allocation for services delivered.

·       Manage accounts receivable (AR), including client billing and collections.

·       Manage accounts payable (AP), including supplier invoice validation and payments.

·       Work closely with the support team on bank reconciliations and other finance tasks.

·       Partner with teams and individuals for a smooth procurement-to-payment (P2P) process.

Proposals and Quotations

·       Prepare client-facing quotations and proposals for services and scope changes, covering scope of work, pricing and assumptions.

·       Request, collect and compare vendor quotations, including requests for quotation (RFQs), and review them for completeness, pricing accuracy and fit with the agreed scope.

·       Coordinate internal reviews and approvals, then submit quotations and proposals to the client for decision.

·       Convert approved quotations into purchase orders and work orders, and confirm that invoices match the approved amounts.

·       Track the status of open, approved and declined quotations and proposals, and follow up with the client and vendors on pending decisions.

·       Keep a record of quotations, proposals, approvals and supporting documents for audit and reference.

Reporting

·       Prepare monthly and quarterly service reports and metrics.

·       Maintain service trackers and key performance indicator (KPI) reports, including dashboard updates and data validation.

·       Customize Excel-based administrative reports to meet client reporting requirements.

Vendor & Service Provider Management

·       Manage contracts with service vendors within the assigned countries in scope.

·       Monitor service level agreements (SLAs) and performance metrics.

·       Conduct regular vendor evaluations.

·       Coordinate vendor scheduling and access requirements.

·       Ensure vendor compliance with insurance and certification requirements.

Communication and Relationship Coordination

·       Provide remote support, including continuous monitoring of services delivered to the client.

·       Act as the interface between the client and vendors to keep operations running smoothly.

·       Follow up appropriately with the client and vendors to deliver a smooth client experience.

·       Give direction and information to vendors, facilities staff and service providers as required, so work in the client environment is coordinated and carried out with minimal disruption.

·       Keep the client informed of the status of quotations, proposals, work orders and invoices.

Compliance

·       Administer and maintain all service requests within the KPIs.

·       Make sure quotations, proposals, purchase orders and invoices follow applicable client and JLL procurement, approval and documentation requirements.

Competencies

The ideal candidate should have demonstrated the following competencies:

·       Superior customer service skills and orientation.

·       Ability to maintain professionalism at all times under stressful situations.

·       Ability to plan and manage work under time constraints.

·       Ability to multi-task and work without direct supervision.

·       Possess strong written, verbal and people skills.

·       Strong organizational skills and a collaborative style.

·       Proficient in the MS Office suite, including Word, Excel, PowerPoint and Outlook, particularly Excel spreadsheets, with the ability to customize administrative reports.

·       Experienced in finance workflows and systems.

·       Strong attention to detail and numerical accuracy, particularly when preparing and reviewing quotations, proposals and invoices.

·       Ability to compare vendor pricing and scope, and to present clear, well-structured proposals to clients.

Experience and Qualifications

·       At least 3 years to 4 years of industry experience with facility or property administration, hospitality, or service coordination; with 2-3 years of exposure handling or supporting accounting tasks, or deliverables. 

·       Bachelor or associate degree in facilities management, building, business or other related field or equivalent IFM experience. (or Accounting degree specializing or with experience in the IFM field or industry)         

·       Proven experience in process improvement initiatives, including workflow optimization, documentation standardization, and implementation of operational efficiencies.

·       Experience in report administration, including management of service trackers, KPI reporting, dashboard maintenance, data validation, and performance analytics.

Location:

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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