Workplace Experience Coordinator in Cambridge

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.

About JLL: We're JLL, a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. We're a Fortune 500 company, working across 80 countries, in 280 different offices, with a team of over 77,000 individuals. We look after a property portfolio of over 4bn square feet, all on behalf of our clients.

What this job involves:

Role Summary:

The Facilities 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.

Workplace Management:

• 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.
• Assists 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.
• Takes ownership for the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs).
• Converts requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved.
• Completes detailed inspections to discover all issues and assign tickets.
• Ensures that facilities are compliant with local building, health, safety, and fire codes and regulations, reporting any issues immediately through the appropriate channels.
• Creates and implements site operational rules and standard operating procedures.
• Identifies opportunities for improved operational standards.
• Proactive in finding improvements and following through on a plan to complete.
• Completes short and long-term projects for the client.
• Ensures all work completed stays within the client's budget.
• Identifies cost-saving ideas on a monthly basis.
• Coordinates special events in support of client or JLL.
• Supports the client event team with coordinating JLL onsite vendors to set up events.
• Coordinates with the relevant client teams to set up co-location spaces.
• Manages office supplies and reorder stock as required.

Finance Management:

• Assists in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Supports tracking all site relevant actual spends vs. budget.
• Ensures prompt and accurate management of purchase orders.
• Raises and receipts purchase orders in Ariba or other systems as required.

Health & Safety Management:

• Conducts regular audits to ensure safety procedures on site are in place and working.
• Ensures all records are kept up to date in relevant locations.
• Ensures H&S Roles and Responsibilities for the account are understood and in place on site.
• Assists in carrying out safety procedures when needed.
• Reports on JLL H&S platforms as required.

Vendor and Supplier Management:

• Assists in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works).
• Works with our suppliers to develop a one team approach to managing the services and reports any issues to JLL management.
• Assists in the procurement of vendors and services as required.

Account Performance:

• Develops and maintains strong and healthy relationships with the client and key stakeholders.
• Ensures client satisfaction with delivery of facility management services and provides a lead role in monitoring and increasing customer satisfaction.
• Completes all reports at their scheduled intervals (monthly, quarterly, annual) and provides analysis that contributes to continuous improvement.
• Accomplishes Key Performance Indicators (KPIs) as identified by the Account Lead.
• Ensures compliance with JLL minimum audit standards.
• Updates facilities related information as requested.

Other duties as assigned by the Account Lead / Real Estate:

• Identifies any innovations and best practices that can support the account.
• Contributes to the JLL H&S standards and works 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.

Diversity and equality of opportunity should be the central principle of your selection process. All stages of the process should be clear, objective and fair. Ensure you are not discriminating against potential applicants on any basis. Challenge each aspect of your job description to ensure that the requirements are essential to the role.

Location: On-site - Cambridge, GBR, London, GBR

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!