EMEA Project Coordinator

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The EMEA Project Coordinator will be the support for BlackRock, assisting in the delivery of all Moves, Adds & Changes (MAC) related projects to client sites across the EMEA portfolio. The role will support the coordination and logistics of occupancy and people/desks movements, deliver broad MAC programs and projects delivering key initiatives for the client, with detailed planning, co-ordination, communication, and execution whilst also supporting the wider facilities team in its day-to-day operations, when and if workload permits.

Engage with the local teams and vendors supporting the local offices with the logistics of the moves and projects.

What this Job Involves:

• Build and maintain effective lines of communication with Client/JLL/Vendors to ensure effective and timely decision making and on-time delivery of MACs.
• Prepare and maintain specific reports and trackers.
• Support the management of dependencies with all teams and ensure resource requirements are met.
• Support across all parties and input into transparent, factual visibility and communication of progress and points of escalation to key stakeholders.
• Maintain discretion and confidentiality with regards to all discussed MAC plans and dealings.
• Work closely with and support the JLL EMEA Technical Project Manager in coordinating all reporting documents for the assessment of MAC’s, including tracking of Feasibility Reports, Costings and MAC Packages.
• Seek to continuously improve processes, systems, and overall client satisfaction.
• Work closely with the JLL EMEA Technical Project Manager teams on the planning of future operations and portfolio management.
• On receipt of MAC Scope & Drawings, capture details, record on the relevant systems, track progress including due dates and all costs for all workstreams.
• Support EMEA Technical Project Manager team in scoping, defining, planning, and executing of Programs and projects ensuring that all assumptions are validated and quantified.
• On receipt of cost approval (purchase order) raise relevant orders for specialist vendors.
• Prepare for the regular MAC meetings with all teams by regularly chasing outstanding actions.
• Take accurate meeting minutes and attendance records and circulate.
• Input and manage MACs on computerised maintenance management system (Corrigo), a key tracking and reporting platform.
• Manage access and security arrangements for vendors.
• Track all occupancy changes (desk swap, office layout changes), permanently maintain precise records.
• Communicate clearly and professionally with all parties, manage general queries, clarify concerns, and identify solutions.
• Compile specific and accurate MAC Weekly reports and trackers and handover documents on completion of projects.
• Support the management of MACs within the CDM process through preparation and submission of documentation and accurately filing for audits.

Health & Safety Management:

• Proactively promote a “Safety First” culture in line with the JLL Cardinal Rules of Safety.
• Ensure that all employees are aware of Hygiene, Health and Safety policies and procedures and Fire Regulations.
• Compliance with in-country legislation across the regional offices.
• Record and report all accidents within the location adhering to location and company procedures.
• Ensure all equipment is well maintained and is in good working order.
• Ensure that all company procedures and work instructions are fully understood and practised by all employees.

Working Life:

• The role will operate across the EMEA portfolio.
• The main business language spoken is English.
• The role will operate over a 5-day week, Monday to Friday.
• On occasion there will be a requirement to work weekends or public holidays, this will be arranged in advance.
• There may be a requirement to travel.

Desired Skills & Experience:

• Ability to work independently and within a team dynamic, managing multiple priorities and deadlines.
• Strong and proven analytical, statistical reporting and forecasting skills.
• Good problem-solving skills.
• Ability to read and analyze drawings, plans, schedules, schematics.
• Awareness of EHS.
• Excellent written & verbal communication skills, and proficient with the use of Microsoft Office tools and Smartsheets.
• Client facing experience in a quality driven environment.
• Exposure within a global corporate organization.