Facilities Coordinator

JLL supports the Whole You, personally and professionally.
We are looking for a Facilities Coordinator for our Integrated Facility Management business line.
If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions - join us at JLL
**What this job involves**:
To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To achieve financial and other SLA's and KPIs established by the Client and the Regional Operations Director and/or sub regional Account Manager. Delivery of services in accordance with the SOW's for Facilities Management, Procurement and Critical Environment.
The Facilities Coordinator must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.
Customer/Stakeholder Management
Providing smooth and satisfactory customer service
Supporting the achievement of all KPIs and SLAs defined in the contract
Operational Management
**Managing facility management services including**:
Operational reporting (KPIs and periodic performance metrics)
Serving as point of contact for landlord and other tenants
Developing and maintaining documentation, procedures and manuals
Coordinating on-demand office moves within facilities team
Daily management of the Corrigo helpdesk system for specific locations
**Budget and PO management**: monthly GRs, accrual reports, etc. (JLL and client's systems)
Conducting site inspections and assessments
Ensuring close and constructive working relationships with all suppliers
Monitoring all commissioned work according to time and quality specifications and ensuring corrections in case of performance deficiencies
Supporting the coordination of repair and maintenance work for office equipment and office supply orders
Team leader for Reception service
**Comprehensive fleet management including**: Processing required documentation with client and leasing companies
Providing driver induction and vehicle support services
Coordinating maintenance, repairs and courtesy car arrangements
Managing seasonal tire changes and related documentation
Processing accident reports and insurance documentation
Monitoring fuel invoices and maintaining fuel card records
Recording and updating monthly car usage reporting
Supporting car selection processes according to category requirements
Coordinating vehicle deliveries and collections
Providing specialized support for Director-level vehicles
Managing accident reporting and documentation
**Administrative support including**:
Supplier Master File maintenance
Management of external storage facility and company product distribution
Stationery ordering and distribution
Taxi service coordination and reporting
Business phone management (approximately 100 SIM cards)
Courier invoice verification
Monthly meal ticket distribution to employees
**Document management services including**: Processing incoming/outgoing mail and courier services
Managing archive documentation according to company requirements
Supporting external commissions (banking, postal services, ad-hoc purchases)
**Enhanced financial responsibilities**: Preparing and managing annual OPEX FM budgets for JLL and client vendors
Processing PO setup/requests in client financial system
Creating and managing GRs in client's financial systems
Supporting vendor invoice management and cost center allocation
Managing client vendor master file
**Meeting room management**: Ensuring appropriate setup and layout for meetings and events
Coordinating technology and catering needs for company events
Performing regular checks of meeting rooms throughout the day
**Waste management and recycling**: Ensuring proper document shredding and waste segregation
Supporting client's Green policy implementation
Coordinating collection of special waste items (toners, etc.)
**Environmental, Health & Safety responsibilities**:
Participating in the Emergency Team and coordinating fire drills
Ensuring compliance with client GRMS & legislation
Compiling monthly OH&S reports (client/3rd party data)
Supporting sustainability initiatives to reduce energy, water and waste
Participating in GREENiQ Programme and AER data collection
Conducting regular audits
Ensuring compliance with JLL regulations, legal requirements, and customer guidelines for all services commissioned by JLL
Job Profile
Initial professional experience in facilities management or a comparable professional environment
Strong customer and service orientation
Problem-solving skills
Planning and organizational skills
Confide