Workplace Coordinator

JLL empowers you to shape a brighter way. Our people at JLL 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.

Location: Assago, Milan Reports to: Regional Facilities Manager (JLL)

Position Overview

JLL is seeking an experienced Workplace Coordinator to support facilities coordination in Milan. This role requires a customer-focused professional who can seamlessly coordinate both hard and soft services while maintaining the highest standards of service delivery and client satisfaction.

Key Responsibilities

Customer Service Excellence

• Provide receptionist and client host responsibilities at front of house.
• Serve as primary point of contact for facilities-related inquiries and requests.
• Maintain exceptional customer service standards, ensuring prompt and professional responses.
• Build and maintain strong relationships with clients, vendors, and internal stakeholders.
• Monitor service delivery performance and implement continuous improvement initiatives.
• Handle escalations professionally and work toward swift resolution.

Facilities Coordination

• Coordinate and oversee onsite mechanical, electrical, and plumbing (MEP) services utilising the JLL CAFM System.
• Supervise regular building fabric maintenance.
• Oversee maintenance and repairs of in scope assets.
• Coordinate planned preventive maintenance (PPM) schedules and reactive maintenance.
• Ensure compliance with health and safety regulations and building codes.
• Complete regular office audits to ensure safe, comfortable & maintained environment.
• Manage cleaning services, waste management, and recycling programs.
• Coordinate and support food & beverage services and concierge functions.
• Oversee landscaping and plant maintenance.
• Manage pest control and hygiene services.
• Coordinate and support as required mail and courier services.
• Support workplace services and employee amenities.
• Engage with landlord and manage landlord permit requirements.

Administration & Compliance

• Maintain accurate records and documentation for all services.
• Monitor budgets and control costs while maintaining service quality.
• Prepare regular reports on service performance and KPIs.
• Ensure compliance with JLL standards and client requirements.
• Support audit processes and regulatory inspections.

Required Qualifications

• 3+ years of facilities management experience, preferably in commercial real estate.
• Strong customer service orientation with excellent communication skills.
• Experience managing both hard and soft FM services.
• Ability to work flexibly across multiple locations.
• Proficiency in FM software systems and Microsoft Office Suite.
• Understanding of health and safety regulations and compliance requirements.
• Fluency in both Italian and English.

The start date is set for January 2027.

Responsabilità Principali

Eccellenza nel Servizio alla Clientela

• Svolgere attività di reception e accoglienza presso l'ingresso principale.
• Fungere da punto di contatto primario per richieste e quesiti relativi alle facilities.
• Mantenere standard eccezionali di servizio alla clientela, garantendo risposte tempestive e professionali.
• Costruire e mantenere solide relazioni con clientela, fornitori e stakeholder interni.
• Monitorare le prestazioni di erogazione dei servizi e implementare iniziative di miglioramento continuo.
• Gestire le escalation in modo professionale e lavorare per una rapida risoluzione.

Coordinamento delle Facilities

• Coordinare e supervisionare i servizi MEP (meccanici, elettrici e idraulici) in loco utilizzando il sistema CAFM di JLL.
• Supervisionare la manutenzione ordinaria degli edifici.
• Supervisionare la manutenzione e le riparazioni degli asset di competenza.
• Coordinare i programmi di manutenzione preventiva pianificata (PPM) e la manutenzione reattiva.
• Garantire la conformità alle normative di salute e sicurezza e ai regolamenti edilizi.
• Effettuare audit periodici degli uffici per assicurare un ambiente sicuro, confortevole e ben mantenuto.
• Gestire i servizi di pulizia, la gestione dei rifiuti e i programmi di riciclo.
• Coordinare e supportare i servizi di ristoraz