Facilities Coordinator/Administration

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

Job Profile

An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.

Responsibilities

The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the site, including support in maintaining contractual compliance and mitigation of service failures.

Functions

To deputise for Facilities Managers.

To support the site by leading on administration aspects of internal and external client audits

To complete Site Audits as required

Process and control purchase orders, invoices, and work orders.

Support the completion of reports and documentation to meet required deadlines.

Support the contract team.

Ensure prompt and accurate management of purchase orders in JDE

Good’s receipting of third party invoice

Review of site monthly finance reports with local JLL Team

Liaise with third party vendors to ensure correct invoice delivery dates and reporting of same

Follow up and communicate with third party vendors in relation to overdue invoices, credit notes, PO anomalies etc.

Provide support, training and coaching for new employees

To Copy Facilities Admin Duties to here

Other Responsibilities

Support in compliance with the PPM programme

Support in compliance with client service level outputs

Support in compliance with company Quality Assurance procedures

Supporting in aspects of Health and Safety standards in the FM operations.

Continue with self-development to improve service delivery and reduce outsourcing needs.

Job Measurement Data

Internal and External KPI Performance

Financial Penalties

Internal and Reporting

Essential

Facilities Coordinator in a multi contract/site or large-scale account

Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation

Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal

Technology i.e., Microsoft Word and Excel, Outlook, and good typing skills

Good understanding of CAFM

Ability to prioritise workload and tasks

Can do attitude with a proactive approach

Have a good awareness of Health & safety working practices

Desirables

IOSH (Managing safely)

Previous history of working within Facilities Management Services and knowledge of Facilities Management software.

Employee Benefits:

Overtime x1.5 on weekday and x2 on weekends + day in lieu on bank holidays

24 days holiday plus bank holidays (pro rata into shifts for shift workers)

Company funded health cash plan

Ability to buy and sell holidays – buy 5 days & sell 2 days

Life assurance

Auto-enrolment company pension scheme

Employee Assistance Program (EAP)

Cycle to work scheme

Purchase an electric vehicle via salary sacrifice

Employee discounts with various brands

Learning and development programs, training and career opportunities.

You also need to be:

Self-motivated; confident & energetic

Flexible – able to adapt to rapidly changing situations

Goal-oriented – able to focus on meeting all performance targets

A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)

Critical Competencies for Success

Able to cooperate and work well with others to meet targets

Support the team effectively as and when needed

Proven ability to commit to flawless execution while complying with firm’s procedures and standards

Demonstrate and ensure to instil a culture in the team that match our ‘I am JLL’ core behaviours and values

Proven ability to manage multiple and complex operational matters on a daily basis

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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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.