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For Companies At a Glance
- Tasks: Coordinate facilities management and ensure a smooth office experience for all staff.
- Company: Join JLL, a leading real estate services firm with a focus on innovation.
- Benefits: Inclusive culture, career development opportunities, and a supportive work environment.
- Why this job: Make a real impact in a dynamic role while connecting with diverse professionals.
- Qualifications: Experience in facilities management and strong communication skills are essential.
- Other info: Opportunity to innovate and enhance workplace experiences in a collaborative team.
The predicted salary is between 36000 - 60000 £ per year.
We are looking for a Facilities Co-ordinator for our Real Estate Workplace Management business line.
About JLL
We’re JLL. We’re 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. 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!
Role Purpose
To pro-actively support the Regional Facilities Manager and EMEA Operations Director in the day-to-day delivery of all facilities management related functions and when needed, also covering the main switchboard activities and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees. The Facilities Co-ordinator based in Cambridge, UK will work to ensure co-ordination of the day-to-day client activities for assigned properties and support the Regional Facilities Manager by being the on-site key point of contact for key stakeholders and/or client. The role will have responsibility for service quality, helpdesk task resolution, vendor management and operations on site.
What This Job Involves
- Co-ordinating responsibility of the local sites within UK, based on site in Cambridge.
- Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager.
- Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers.
Client/Stakeholder Management
- Proactively engage stakeholders to ensure that on site client’s expectations are met.
- On-site key point of contact for Facilities in the client’s premises.
- Respond to requests and e-mails in a timely manner.
- First contact for support to staff.
- Communicate in professional manner, taking the audience into account.
- Contribute to event planning with wider community teams.
- Actively engage with employees to gather their feedback to enhance the office experience.
Vendor Management
- Janitorial, Stationary, Engineering, Catering consumables.
- Cleaning Services Office cleanliness: oversee & report cleanliness in office, pantries, etc.
- Ensure stationary stock levels are managed accordingly and within budget.
- Management of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc where applicable to Workplace).
- Ensure JLL HSSE contractor management process is being followed when vendors attend site.
- Communication to Vendors and Supplier.
- Event Set up co-ordination for special events.
Finance Management / Cost Control / Profitability
- Process invoices without delay and in deadlines, as per instruction from JLL Finance team.
- Ensure JLL financial processes are always followed.
- Raise Purchase Orders (PO’s), regularly review accruals and open PO’s.
Health & Safety Management
- Ensure the provision of a safe working environment for JLL team and vendors.
- Ensure near misses/good catches are logged through HSSE System for all assigned sites.
- Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report).
- Ensure site logbooks are being administrated and documents uploaded to sharepoint.
- Supporting audits for JLL and landlord managed services.
- Attending HSE Audits.
Site Operations Management
- Implement building procedures and performance measures and ensure they are maintained at all times.
- Coordinate works within the buildings, granting access and authorizations from all involved areas.
- Office maintenance – Ensure the office is organised and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..). for landlord and JLL items.
- Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites.
- Regularly meet Regional Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site.
- Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them.
- Identify and implement at least 4 innovations which reduce costs or improve customer experience.
- Manage external space bookings for customer meetings or trainings.
- Support a consistent hospitality experience for employees and guests.
Sound like you?
To apply you need to be able to demonstrate the following skills and experience:
Ideal Experience
- Experience in facilities management, building, business or other related field.
- Fluent in English.
- Excellent people skills and ability to interact with a wide range of client staff and demands.
- Knowledge of Occupational Safety requirements.
- Strong PC literacy and proven ability to manage daily activities using various systems.
- Demonstrated experience with continuous improvement initiatives (highly desirable).
- Knowledge of vendor management for specialized services.
- Proven capacity to understand and interpret commercial contracts.
- Budget management and financial analysis skills.
Other Personal Characteristics
- Strong communicator – Good presentation skills and possesses strong verbal & written communication skills also an active listener.
- Passion for quality – has an eye for detail to make sure the best delivery of services.
- Self-motivated; confident & energetic.
- Ability to effectively deal with stressful situations.
- Flexible – able to adapt to rapidly changing situations.
- Strongly goal-oriented – able to focus on meeting all performance targets.
- Is a team player – able to cooperate and work well with others to meet targets.
- Proven ability to initiate and follow through with improvement initiatives.
- Exhibits honesty & trustworthiness.
- Open to new ideas & willing to challenge status quo.
- Able to work under own initiative.
What You Can Expect From Us
You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you... Apply today at jll.com/careers.
Facilities Co-ordinator employer: JLL
Contact Detail:
JLL Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Facilities Co-ordinator
✨Tip Number 1
Network like a pro! Reach out to people in the industry, attend events, and connect with current JLL employees on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching JLL and understanding their values and projects. Tailor your responses to show how your skills align with their mission. Practice common interview questions and think of examples that highlight your experience in facilities management.
✨Tip Number 3
Follow up after interviews! A quick thank-you email can go a long way in showing your enthusiasm for the role. Mention something specific from the interview to remind them of your conversation and reinforce your interest.
✨Tip Number 4
Don’t just apply through job boards; head over to our website and submit your application directly. This shows initiative and gives you a better chance of standing out in the crowd. Plus, it’s where we keep all the latest opportunities!
We think you need these skills to ace Facilities Co-ordinator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Facilities Co-ordinator role. Highlight relevant experience in facilities management and any specific skills that match the job description. We want to see how you can bring value to our team!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're passionate about facilities management and how your background aligns with our values at JLL. Keep it engaging and personal – we love to see your personality!
Showcase Your Communication Skills: Since this role involves a lot of stakeholder engagement, make sure to demonstrate your strong communication skills in your application. Whether it's through your writing style or examples of past interactions, we want to see how you connect with others.
Apply Through Our Website: Don’t forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy – just follow the prompts and submit your materials!
How to prepare for a job interview at JLL
✨Know Your Facilities Management Basics
Before the interview, brush up on your knowledge of facilities management principles. Understand key concepts like vendor management, health and safety regulations, and client engagement strategies. This will help you speak confidently about how you can contribute to JLL's operations.
✨Showcase Your People Skills
As a Facilities Co-ordinator, you'll be interacting with various stakeholders. Prepare examples that demonstrate your excellent communication and interpersonal skills. Think of situations where you've successfully managed client expectations or resolved conflicts.
✨Be Ready for Scenario Questions
Expect questions that ask how you would handle specific situations, such as managing a vendor issue or ensuring compliance with health and safety standards. Use the STAR method (Situation, Task, Action, Result) to structure your responses clearly and effectively.
✨Demonstrate Your Proactive Attitude
JLL values initiative, so come prepared with examples of how you've taken the lead in previous roles. Discuss any continuous improvement initiatives you've implemented and how they positively impacted your workplace. This will show that you're not just reactive but also proactive in your approach.
