Workplace Coordinator

4 months ago

Pune, India JLL Full time

JLL empowers you to shape a brighter way .

Our people at JLL and JLL Technologies 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.

Soft Services Workplace Coordinator 

Work Dynamics

What this job involves

Duties & responsibilities

To provide administrative support to the Facilities Management team at assigned Facilities. To ensure timely and accurate completion FM reports pertaining to assigned Facilities. Be accessible for escalation of all FM related issues. Oversee the Helpdesk work process. Provide management advice to Helpdesk operators for escalated issues. Ensure planning and execution of all preparation required for Conferences / meetings of the client as well as VIP visits scheduled during the shift Oversee the Mailroom process. Provide management advice to Helpdesk operators for escalated issues Oversee the Front Office function. Ensure visitors are promptly attended by the Front Office Executives (FOE). Take rounds of the front office and lobby to ensure high standards of housekeeping and upkeep Oversee the Housekeeping Services. Overall service delivery assessment of HK vendor. Coordination meetings with vendor for resolution of service issues Oversee Cafeteria Services. Ensure that the caterers are maintaining highest standards of hygiene in the services area. Ensure that the quality and quantity of the food supplies are meeting the requirements. When the food supplies run out, escalate the matter to the caterers’ management immediately and make swift alternate arrangements. In such a scenario communicate with the users and provide alternate solutions and appease them. Overall coordination with all service providing vendors. Take rounds of the facility regularly to identify issues in Housekeeping, Maintenance, Cafeteria etc and initiate immediate rectification actions Prepare weekly shift rosters for Helpdesk, Front Desk and Mailroom and communicate in advance to the staff and transport division.

Performance objectives

Meet or exceed best practice in provision of services through contracts Establishment and adherence to policies & procedures, compliance deadlines for each of the tasks as advised by the Operation Manager. Effective management of the team. Overall client satisfaction by achieving SLA targets. Timely resolution of helpdesk complaints. Effective team coordination of direct and vendor staff for efficient service delivery Provide Superior Client Service (weighting 50%) Initiative or Process Improvement in Functional Area (weighting 40%) Personal and Professional Development (weighting 10%)

Serving on the front lines of customer service

Are you a people person who can make daily interactions such a breeze?

In this role, you’ll be in charge of one of the busiest places in the office—the front desk. Constantly on the go, you’ll give our visitors a warm welcome, and guide them and our employees along the way. In other words, you will set the benchmark in giving our company a good first impression.

Throughout the day, you will also handle all incoming and outgoing calls, including distribution. Therefore, it is essential to remain professional and polite in the way you present yourself, from appearance to behaviour.

You will spend each day looking at how you can maintain and improve the front office. Part of your checklist is to get your hands on the latest magazines and newspapers to be displayed in the reception. 

Being at the heart of the business

Maintaining and updating records and database are also part of your basic daily routine. These include telephone registers, call tracking and client contacts. Much of your time will also be spent on general admin activities and other help desk tasks. Working at JLL, you should constantly keep in mind that you are working in compliance with our regulations.

Other responsibilities you will take care of include contributing to the monthly management report for the client and participating in emergency evacuation procedures. On top of these, you’ll be expected to develop policies and procedures needed for all functions in the reception. As needed, you’ll also take part in managing conference rooms, events, flower arrangement coordination, and others.

Sound like you? To apply you need to be:

A highly skilled professional

You should be a graduate in any discipline and have one to five years’ experience in front desk management or reception. Proven experience with continuous improvement initiatives and client reporting is also vital for this role. If you’re familiar with occupational safety requirements matched with strong computer literacy and the ability to manage activities using different systems, then you might be the best fit for this job.

A client service champ

A strong customer service focus is a pre-requisite of this job. Do you have unmatched people skills that can help you ease your interactions with a wide range of client staff—regardless of their level—and their demands? An outstanding multitasking talent also provides a perfect complement to your skill set.

Key skills

Will have responsibility for the management of a wide range of issues. Managing, day-to-day operations. Relieving Facility Managers on his Leave days. Will be highly familiar with the service structure, including responses to requests for assistance on Facilities Management issues from Client staff and arrangements pertaining to all operating expenditures. Well-groomed and presentable all the time. Good communication Skills.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today

Location:

On-site –Pune, MH

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

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

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 contact us at Accommodation Requests. 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.

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