Job Description

JLL supports the Whole You, personally and professionally.



Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

MAIN PURPOSE:

To Pro-actively support the Facility Manager and Hub Manager in the day to day delivery of all facility management related functions and when needed, also covering the main switchboard activities and the running of the Reception and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees.

MAIN JOB RESPONSIBILITIES:

This role involves providing exceptional customer service, fostering community and collaboration, and supporting various workplace initiatives.



Process invoices without delay and in deadlines, as per instruction from the Finance Department

Office maintenance:

Ensure the office is organized and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..).



Help and achieve customer satisfaction through providing high standard services, attention to detail, identifying and implementing improvements in FM services as well as implementing of any EMEA roll out activity in timely manner



Provide excellent customer service to employees and visitors, responding to inquiries, providing information, and addressing concerns promptly and professionally.



GENERAL RESPONSIBILITIES

Operations and Building Management

Proactively engage stakeholders to ensure that on site client's expectations are met as key point of contact for Facilities and support to staff

Office cleanliness:

oversee & report cleanliness in office, pantries, etc. Janitorial, Stationary, Post/Courier, Engineering& Cleaning Services

HSE:

Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report). Ensure the provision of a safe working environment for JLL team and vendors

HSE:

Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing

HSE:

Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them.



Ensure JLL HSSE contractor management process is being followed when vendors attend site.

Data Quality:

Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites



Regularly meet Client for update and feedback on ongoing FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site



Communicate and cooperate with landlord where and when necessary and required



Landlord main of contact. Maintain building procedures and performance measures and ensure they are maintained at all times: Supporting Cleaning and H&S Audits



Regularly meet Regional Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site



Vendor Management

Regularly meet with vendors and monitor activity, keep written documentation about meetings and topics discussed



Ensure RAMS are provided



Audit scorecards and Jagger updated and vendors are aligned with JLL procedures and protocols engagement.



Finance Management

Process invoices without delay and in deadlines, as per instruction from JLL Finance team and ensure JLL financial processes are followed at all times.



Raise Purchase Orders (PO's), regularly review accruals and open PO'S and take necessary actions to successfully and without delay receipt and close or cancel all open PO's and balances - annual and reactive POs. (new Poland)



UMLV Reporting and updates to ensure weekly match to opened POs. (new Poland)



GR'd invoices matched to Pos and Quarterly Forecast Management



Capex and Opex review



Soft skills

Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers



Communicate in professional manner, taking the audience into account



Respond to requests and e-mails in a timely manner



Potential Front Desk coverage as required.



Meet & greet all those entering the office in a warm, professional and polite manner

Badge management:

remote owner where Physical Security is not active. Tag, control and create access cards per client request



Visitor Management - Envoy + Work with Client's Physical Security protocols to ensure a record and data entry for guests / contractors attending site is completed



Access control with building management where access is to be requested and approved.



If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!



Personalized benefits that support personal well-being and growth:



JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.



About JLL -



We're JLL--a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.



Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.



Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.