Facilities Coordinator

JLL supports the Whole You, personally and professionally.

Facilities Coordinator
Work Dynamics

**What this job involves**:
Providing onsite support
You will be the Site Manager’s trusted right hand on all facilities-related activities. You’ll do this by performing routine site inspections to ensure all building processes and best practices are implemented and maintained. Where can processes be improved? How can we save costs? These are questions that will be at the forefront of the team’s thinking. You, too, will always have an eye on this, contributing suggestions as they arise.
You’ll also lend the team a big hand by providing admin support including front desk duties, basic housekeeping and appointment coordination. You’ll need to ensure we hit key performance indicators and meet our service level agreements.

**Key aspects**:
Monitoring of Housekeeping related activities
Arrangement of all consumables and supplies for Client / any visits
Preparing the Daily/Weekly and Monthly reports
Interacting with the service & supply vendors.
Undertake daily facility rounds and find out snags and raising proactive tickets for the same
Effectively manage service provider teams to ensure an on time deliverable system.
Routinely Inspect all services to ensure performance measures are being maintained and make the service score cards.
Client/Stakeholder ManagementProactively engage stakeholders to ensure that on site client’s expectations are met though high levels of customer service
Build and develop effective client / stakeholder relationships across multiple levels of the organisation
Proactively understand the customers/ employees needs and act on them before being requested
Maintain high standards of housekeeping of facility
Improvements in the office aesthetics and operations as per need

Finance ManagementAccurate billing and invoicing
Adherence to the monthly forecast
Invoice management.

Procurement & Vendor ManagementWork on getting quotations as per site need
Sharing indents for monthly material supply
Zero stock out of situation

Other Key ActivitiesCollecting all documents from the vendor for compliance audit
Developing interesting & fun user engagement activities
Signage / Poster making for site awareness.
Managing ad hoc vendors.

Meeting the clients’ facilities needs
At JLL, we put client satisfaction at the front and centre of everything we do. If you share our values, we will be more than happy to work with you. In this role, you’ll be responsible for working closely with clients and suppliers onsite to identify their facility-related enquiries and requirements such as follows:
- Ensure messaging is consistent and in line with requests received from the user.
Respond to user inquiries and concerns promptly and with courtesy and enthusiasm.
Build relationships by engaging clients in genuine, personable conversations.
Create WOW experiences by anticipating client needs and seizing the moment; acting on them before being requested

Your planning and budgeting skills will also be vital to the job, as you’ll take part in the procurement of vendors and services from time to time.

Making everyone safe and risk-free
Do you value workplace safety? If so, you’ll be a perfect fit for the job. In this role, you will ensure everyone’s health and safety by keeping safe workplace procedures in place and order. You’ll also be expected to carry out these procedures, as needed. At the same time, this role puts you on the first line of defence against risks. As such, you will help implement and manage risk management programs, disaster recovery and business continuity plans. You’ll also be expected to follow escalation and incident reporting procedures and comply with the firm’s guidelines and strategies.

**Sound like you? To apply, you need to be a**:
Passion for service
Do you have a prior experience in facilities, property management, hospitality or other related fields? Do you have an understanding of local occupational health and safety requirements, critical facilities and vendor management? Are you knowledgeable in various property systems? You are what we’re looking for

Team player
JLL’s unmatched excellence is only made possible by team work—a core value we want you to possess. As the Facilities Coordinator, we expect you to support the team and work well with others toward achieving targets. Likewise, you must have a proven track record of flawless project execution, all while following company standards and procedures. Ensuring that the team practices our ‘I am JLL’ core behaviours is also under your mandate.

Client focused enthusiast
It is important that you can easily interact with the general client staff and vendors to deliver efficient services. We’ll also count on you to address conflicts and conflicting priorities effectively. Likewise, you must be an excellent communicator who always faces customers with a smile, even when times get rough occasionally.