Workplace Experience Coordinator in Cambridge

JLL supports the Whole You, personally and professionally. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work.

About 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. We're a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 77,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.

What this job involves:

• Role Summary: The Facilities 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.
• Assist 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.
• Take ownership for the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs).
• Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved.
• Complete detailed inspections to discover all issues and assign tickets.
• Ensure that facilities are compliant with local building, health, safety, and fire codes and regulations, report any issues immediately through the appropriate channels.
• Create and implement site operational rules and standard operating procedures.
• Identify opportunities for improved operational standards.
• Proactive in finding improvements and following through on a plan to complete.
• Complete short and long-term projects for the client.
• Ensure all work completed stays within the client's budget.
• Identify costs saving ideas on a monthly basis.
• Coordinates special events in support of client or JLL.
• Pick-up, drop-off, prepare postage/labels.
• Support the client event team with coordinating JLL onsite vendors to set up events.
• Coordinate with the relevant client teams to set up co-location spaces.
• Manage office supplies and reorder stock as required.

Finance Management:

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Support to track all site relevant actual spends vs. budget.
• Ensure prompt and accurate management of purchase orders.
• Raising and receipting of purchase orders in Ariba or other systems as required.

Health & Safety Management:

• Conduct regular audits to ensure safety procedures on site are in place and working.
• Ensure all records are kept up to date in relevant locations.
• Ensure H&S Roles and Responsibilities for the account are understood and in place on site.
• Assist in carrying out safety procedures when needed.
• Reporting on JLL H&S platforms as required.

Vendor and Supplier Management:

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works).
• Work with our suppliers to develop a one team approach to managing the services and report any issues to JLL management.
• Assist in the procurement of vendors and services as required.

Account Performance:

• Develop and maintain strong and healthy relationships with the client and key stakeholders.
• Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction.
• Complete all reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement.
• Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead.
• Ensure compliance with JLL minimum audit standards.
• Update facilities related information as requested.

Other duties as assigned by the Account Lead / Real Estate:

• Identify any innovations and best practises that can support the account.
• Contribute to the JLL H&S standards and work 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.

Diversity and equality of opportunity should be the central principle of your selection process. All stages of the process should be clear, objective and fair. Ensure you are not discriminating against potential applicants on any basis. Challenge each aspect of your job description to ensure that the requirements are essential to the role.

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritises mental, physical and emotional health.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.