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.



Workplace Management



What this job involves



The Workplace Coordinator will assist with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support where required.



What your day will look like

Provides hospitality and support for guests, visitors, and employees at client location

Resolves problems associated with all building services including janitorial, conference rooms, workstation as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service

Assist with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA)

Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all works within the office are completed to a high standard

Take ownership for the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs)

Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved

Complete detailed inspections to discover all issues and assign tickets

Ensure that facilities are compliant with local building, health, safety, and fire codes and regulations, report any issues immediately through the appropriate channels

Create and implement site operational rules and standard operating procedures.

Identify opportunities for improved operational standards

Proactive in finding improvements and following through on a plan to complete

Complete short and long-term projects for the client

Ensure all work completed stays within the client's budget

Identify costs saving ideas

Coordinates special events in support of client or JLL

Pick-up, drop-off, prepare postage/labels

Support the client event team with coordinating JLL onsite vendors to set up events

Coordinate with the relevant client teams to set up co-location spaces

Manage office supplies and reorder stock as required

Maintain premises in neat and good working condition at all times

Liaising with other teams to provide a consistent and seamless experience to all location end users.

Support location leads with local events within the assigned event spaces and areas

Support and manage catering requests for events

Support and maintain an accurate Space Planning overview for the client occupied space

Assist the wider CRE Team with remote Client Remote sites



Finance Management

Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

Support to track all site relevant actual spends vs. budget

Ensure prompt and accurate management of purchase orders

Raising and receipting of purchase orders in systems as required



Health & Safety Management

Conduct regular audits to ensure safety procedures on site are in place and working

Ensure all records are kept up to date in relevant locations

Ensure H&S Roles and Responsibilities for the account are understood and in place on site.

Assist in carrying out safety procedures when needed

Reporting on JLL H&S platforms as required



Vendor and Supplier Management

Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works)

Work with our suppliers to develop a one team approach to managing the services and report any issues to JLL management

Assist in the procurement of vendors and services as required



Account Performance

Develop and maintain strong and healthy relationships with the client and key stakeholders

Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction

Complete all reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement

Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead

Ensure compliance with JLL minimum audit standards

Update facilities related information as requested.

Other duties as assigned by the Account Lead / Real Estate

Identify any innovations and best practises that can support the account

Contribute to the JLL H&S standards and work within the agreed H&S roles and responsibilities



Client Focus & Relationship Management

Demonstrates proactive & professional approach to customer service and stakeholder engagement

Ability to interact with a wide range of client staff, including senior levels

Has a customer service oriented attitude



#LI-JA1

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.