Workplace Coordinator in Belfast

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.

SUMMARY OF POSITION: Assist the Regional Workplace Manager in the delivery of the day-to-day facility operations, services, and maintenance activities at the assigned location(s). The position ensures assets are operated and maintained in a cost effective non-impacted manner while providing a safe, clean, and comfortable work environment. Assist in the achievement of Key Performance Indicators and operational targets for the responsible location(s) and wider account. Perform duties with integrity and diligence in a professional manner. Maintenance of key client stakeholder relationships.

MAJOR ACTIVITIES AND RESPONSIBILITIES:

• Client Stakeholder relationship management including senior client executives and workers council personnel where applicable.
• Immediate escalation to line management of any out of line stakeholder relationships.
• Provide support for guests, visitors and employees at client locations.
• Receiving, dispatching and monitoring of completion of work requests to technical staff, vendors or other services providers to ensure works are completed in a timely manner and closed down on CMMS.
• Resolve problems associated with all building services including janitorial, food service, coffee services, parking, vending, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment.
• Provide direction/information to vendors, facilities staff and service providers as required ensuring excellent coordination/execution of work within Gartner environment with minimal disruption, as needed. Assist with the coordination and scheduling of maintenance activities.
• Seek to continuously improve processes, systems and overall satisfaction.
• Assist with budgetary requests, analysis and reporting ensuring no out of line budgetary process and results.
• Act as a liaison to Jones Lang LaSalle finance team and other account team members.
• Help support facility specific cost savings targets to contribute to the account achieving significant savings.
• Provide facility specific assistance to the project management team as needed or requested.
• Provide support for meetings and conference room reservations, as needed and directed.
• Read and understand the applicable Service Level Agreements, help achieve the Key Performance Indicators and scores favourably on the satisfaction surveys.
• Ensure appropriate follow-up with customers.

MINIMUM BACKGROUND REQUIREMENTS:

Education & Experience: High / Secondary school, or equivalent pass, in English & Maths or 5+ years related experience in a similar position encompassing facilities/office services management and management of local and senior stakeholder relationships. Good written & oral communication skills, well-organized and with a demonstrated ability to co-ordinate, prioritise and manage under pressure.

Skills: Sound inter-personal / communications skills with adequate skills to perform required job functions with minimal supervision. Willingness to continuously develop and improve. Strong PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions.

Environmental Conditions: Environmental conditions will be based on the job being performed and work will take place in an office setting.

Location: On-site – Belfast, GBR.