Workplace Coordinator

The Workplace 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.
• 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 reorders stock as required.
• Maintains premises in neat and good working condition at all times.
• Liaises with other teams to provide a consistent and seamless experience to all location end users.
• Supports location leads with local events within the assigned event spaces and areas.
• Supports and manages catering requests for events.
• Supports and maintains an accurate Space Planning overview for the client occupied space.
• Assists the wider CRE Team with remote Client Remote sites.

Finance Management

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