Projects and Building Operations Coordinator

Working hours: Typically 08:00 - 16:30 but flexibility is essential and dependent on operational and project needs.

Responsibilities

• Track and manage Project and Operations team Corrigo work orders to ensure all SLAs are achieved.
• Coordination of Operations team daily activities to ensure efficient working practices and service delivery excellence.
• Organise and conduct daily stand ups for the Operations team, using Jira and agile practices to effectively maintain workflow and understand blockers.
• Report the blockers back up to the management team in a timely manner in order to resolve the issues.
• Conduct detailed space audits to understand current space allocation, occupancy rates, and utilisation metrics.
• Support the PM to collaborate with internal stakeholders to understand business requirements, strategic objectives, and growth projections.
• Analyse data collected from space audits to identify opportunities for space consolidation, reconfiguration, and optimization.
• Maintain knowledge and support the implementation of GWS occupancy plans and align with the client's overall workplace strategy.
• Work closely with design and construction teams to develop space plans, furniture layouts, and occupancy scenarios.
• Collaborate with project management teams such as PDS to ensure successful project execution and timely delivery of occupancy initiatives.
• Regularly communicate with the client and provide insights on space utilisation, occupancy trends, and potential cost-saving opportunities.
• Monitor space utilisation metrics, conduct ongoing analysis, and generate reports to measure the effectiveness of occupancy strategies.
• Stay updated on industry trends, emerging technologies, and best practices in occupancy planning and workplace design.
• Utilise computer-aided design (CAD) software and other tools to create detailed space plans, furniture layouts, and 3D renderings.
• Support PM to provide guidance on furniture selection, finishes, and materials that align with the client's brand and design aesthetic.
• Conduct regular site visits, where required out of hours, to assess project progress, address design challenges, and ensure adherence to approved space plans.
• Support the communication and presentation of design concepts, space plans, and progress updates to the client and internal stakeholders.
• Assist Project Manager in the development of project plans, timelines, and budgets.
• Coordinate project activities and ensure adherence to project schedules and milestones.
• Communicate with project stakeholders, including the client, contractors, vendors, and internal teams, to ensure effective collaboration and timely project progress.
• Prepare and review project documentation, including contracts, proposals, change orders, and reports.
• Assist in the procurement process by evaluating vendor proposals and supporting purchase orders process.
• Monitor project budgets, track expenses, and prepare financial reports and forecasts.
• Coordinate project meetings, take meeting minutes, and distribute actions and follow-ups.
• Track and manage project deliverables, ensuring all project milestones and objectives are achieved.
• Assist in conducting quality control checks on project deliverables to ensure compliance with the client requirements and standards.
• Provide support in risk assessment and issue resolution, escalating critical issues to the project manager when necessary.
• Continuously monitor project progress and proactively identify potential risks or delays, offering solutions and alternatives to mitigate challenges.
• Maintain project documentation, records, and files in an organised manner.
• Support with cover for the Project and Building Operations team in times of sickness and/or leave.
• Provide admin support for the management team.

Qualifications

• At least 3 years' experience working in a similar position with a good understanding of FM business.
• Excellent communication and customer service skills.
• Capable of influencing within cross-functional teams.
• Knowledge of varied PPM & Reactive Management Control Systems preferred.
• Analytical approach to problem solving, ability to influence others using own initiative to provide solutions to operational problems.
• PC literate with knowledge of Google applications and experience of creating presentation materials desirable.
• Desire to develop skills and to progress is essential.
• Must be able to work under pressure.
• Must be able to work independently with excellent time management.
• Must lead by example.
• Knowledge of JDE would be advantageous.

Benefits

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. We'll offer you a competitive salary and benefits package. 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.