Facilities Operations Co-Ordinator in Westminster

The Facilities Coordinator's role is varied and fast-paced day to day, which will include updating systems (both Integral & client), providing effective and efficient administration for our client, as well as uploading quotes to the CAFM system, filing, and carrying out other general administrative duties. Therefore, the ideal candidate will have excellent IT skills and experience in a similar administrative role. Integral offers excellent training and development opportunities, so if you are looking for a company in which you can progress and develop, look no further.

Duties to include:

• Management of accounts such as PPM & reactive WIP and invoicing.
• Provide helpdesk duties.
• Acts as an interface with clients, visitors, and guests.
• Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
• Generate purchase orders.
• Manage an accurate filing system.
• Ensure payment submissions are processed in a timely manner.
• Work on a variety of client systems.
• General administrative duties including scanning, filing, and systems updates.
• Updating, uploading, and checking of the clients' online systems.
• Carry out other general office duties including photocopying and scanning.
• Uploading of quotations to the CAFM system.
• Raising and chasing of supplier orders including dealing with supplier queries.
• Input engineers' time sheets onto the relevant systems.
• Liaise closely with the site teams and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets, and holiday records.
• Assist TSM with tactical planning for the facilities team's goals and objectives.
• Record minutes during monthly & quarterly client meetings.
• Assist with receiving and dispatching of work requests to technical staff, vendors, or other service providers.
• Ensure appropriate follow-up with customers.
• Seek to continuously improve processes, systems, and overall client satisfaction.
• Provide direction/information to vendors, facilities staff, and service providers as required to ensure excellent coordination/execution of work within the client environment with minimal disruption, as needed.
• Enable full auditable trails for invoices, timesheets, material orders, and goods received notes.
• Excellent customer service skills and communication.
• The ability to deal with all levels of staff/management/customers.
• Enthusiasm and proactivity in achieving the highest standard of operation.
• Strong organizational skills and collaborative style needed.
• Proficient in MS Office, IT, and report writing skills.
• Ability to multitask and work without direct supervision - plan and manage work under time constraints.
• A high level of initiative, with drive to continuously improve the operation.
• A smart, presentable professional appearance.
• Integrity, honesty, and punctuality are expected.
• Collaborative team player, who works effectively to achieve common goals.
• Excellent knowledge and use of Microsoft Excel.

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 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.