Duties & Responsibilities
What this job involves
The Facilities Coordinator will lead delivery of maintenance and operations, vendor oversight, purchasing of material/equipment/supplies, occupancy services and planned and reactive works. The Facilities Coordinator will perform front desk duties such as greeting visitors/guests and providing access for contractors.
Partnering with the Client/Stakeholder(s)
- Proactively engage stakeholders to ensure that on site client's expectations are met.
- Build and develop effective client / stakeholder relationships across multiple levels of the organisation.
- Have a focus in customer service and employee experience and be able to demonstrate this in interactions with team, clients and stakeholders.
Procurement & Vendor Management
- Ensure vendors are well-managed, delivering services on time and within budget.
- Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as JLL best practices.
- Build and maintain positive working relationships with building management to ensure smooth ongoing operations at the site.
Keeping the numbers in check
- Actively work to ensure that the site's financial operations are meeting or exceeding targets and control requirements including the JLL Code of Ethics. This will involve tracking and validation of financial spend information for both JLL and The Client
- Ensure financial processes are always followed.
Ensuring everyone stays safe
- This role has the responsibility and duty of care to work safely, taking reasonable care to protect your own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.
Customer Services Management
- Provide superior customer service to meet on-site client's expectations.
- Ensure prompt operation of the switchboard and that all phone queries are directed to the correct department.
- Ensure that reception areas, including desk and seating areas are tidy and presentable.
- Ensure that the visitor/customer sign-in as per policy and procedures and issue Visitor Badges.
- Upon departure from site, ensure that badges are returned, and the visitors is signed out the building.
- Ensure Visitors / Contractors are aware of the site/s Emergency Evacuation processes.
- Book taxis for team Members (as requested)
- Provide Visitors with Information on site i.e. Directions/Bus Timetable etc.
- Book and manage meeting rooms as requested.
- Assist where necessary to prepare customer meeting rooms for meetings, order catering, room set ups etc.
- Manage car parking for visitor (If needed) and ensure records are up to date.
- Manage approval for Business Card orders.
- Arrange courier collections/deliveries and be key contact for local and international courier
Keeping an eye on the Site & Operations
- Recommend continuous quality improvement practices and implement Industry Best Practice operations.
- Implement building procedures and performance measures and ensure they are maintained at all times as directed by the Facilities Manager.
- Review existing operations regularly with a view to reduce costs and improve operational standards for the site.
- 24/7 emergency call support and site attendance is required.
- Contribute to and complete required reporting on a weekly/monthly/quarterly/annual basis.
Limiting Risk to JLL & the Client
- Ensure the JLL Operational Risk Management program is implemented and maintained.
- Work with the Facilities Manager to ensure disaster recovery and business continuity plans are in place and maintained for the site.
- Ensure escalation procedures and incident reporting procedures are implemented and maintained.
- Follow established escalation procedures and incident reporting procedures.
- Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
- Ensure all KPIs relevant to your site are met and SLAs are achieved.
Being a team player
- Provide coverage to the site receptionist for lunch breaks each day, as well as short term leave/absence.
- Support the broader Facilities team with ongoing tasks and activities as required to ensure the whole team achieve & deliver.
