Facilities Co-ordinator

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Job Overview:

To deliver exceptional workplace experience, coordinate facilities services and ensure the smooth operation of day-to-day hard and soft FM activities. This role acts as the first point of contact for building users providing proactive, service-focused support and supporting compliance, comfort, and operational efficiency across the site. The Facilities Coordinator plays a key role in maintaining high standards in workplace services, supporting audits and safety, fostering strong supplier and stakeholder relationships, and contributing to a positive, safe and well-maintained environment for all occupants.

Main Duties:

Support the Regional Facilities Manager (RFM) in overseeing day-to-day delivery of FM services as required for your location, ensuring service levels are consistently met and proactively raising any issues.

• Serves as the face of the business, acting as the first point of contact for clients, stakeholders, and staff when they enter the office.

• Support the RFM with gaining information required for quotes and other activities (e.g. capex planning), as required.

• Ensure Planned Preventative Maintenance (PPM) activities are carried out onsite in accordance with schedules and escalate any issues to RFM.

• Manage subcontractors onsite in accordance with the Contractor Management Procedure.

• Raise and track reactive maintenance tasks through the Helpdesk system, following up to ensure timely resolution.

• Coordinate car park and meeting room bookings, setups, hospitality, AV support.

• Complete meeting room set ups, arranging rooms as per the specification for each meeting, including operating a partition wall as needed.

• Support with on-site audits and the closure of audit actions.

• Maintain and regularly update site folders and compliance documentation.

• Ensure any risks identified related to the location are raised to the RFM and captured on the risk register.

• Manage mail and deliveries as required.

• Manage stationary and catering orders and handle deliveries on arrival.

• Build positive relationships with service providers and local client teams.

• Act as local QSHE Champion for location(s). Ensure all accidents, incidents and hazard observations are reported and noticeboards are kept up to date with relevant information.

• Coordinate communications to building users relating to FM activities and updates.

• Be the visible and approachable “go-to” for all things workplace; embody a concierge-level service mindset.

• Act on customer feedback about the workplace and services.

• Conduct daily walkthroughs of the space to proactively identify issues or improvements.

• Manage visitors and support with site inductions as required.

• Conduct or support QSHE inspections as required, including Monthly Workplace Inspections.

• Act as a Fire Warden and First Aider for the location (training will be provided).

• Represent the Facilities & Workplace team in a professional, service-oriented manner.

• Maintain internal plants and coordinate with service providers to ensure healthy workplace greenery.

• Attend and contribute to Tenants meetings ensuring minutes are captured and distributed in accordance with process, as required.

These duties are intended to provide an overview of the role, and you may be assigned other duties, as reasonably required.

Working Hours: 0830 - 1400

Location:

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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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 email us at [email protected]. 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.