On-Site Facilities & Workplace Experience Coordinator

JLL empowers you to shape a brighter way. 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 to 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.

Job Overview

To deliver exceptional workplace experience, coordinate facilities services and ensure the smooth operation of day-to-day hard and soft FM activities. This role acts as the first point of contact for building users providing proactive, service-focused support and supporting compliance, comfort, and operational efficiency across the site. The Workplace Experience Coordinator plays a key role in maintaining high standards in workplace services, supporting audits and safety, fostering strong supplier and stakeholder relationships, and contributing to a positive, safe and well-maintained environment for all occupants.

What This Job Involves

• Support the Workplace Experience Manager (WEM) in overseeing day-to-day delivery of FM services as required for your locations, ensuring service levels are consistently met and proactively raising any issues.
• Support the WEM with gaining information required for quotes and other activities (e.g. capex planning), as required.
• Ensure Planned Preventative Maintenance (PPM) activities are carried out onsite for all locations in accordance with schedules and escalate any issues to WEM.
• Manage subcontractors onsite in all locations in accordance with the Contractor Management Procedure.
• Raise and track reactive maintenance tasks through the Helpdesk system, following up to ensure timely resolution.
• Coordinate car park and meeting room bookings, setups, hospitality, AV support.
• Complete meeting room set ups, arranging rooms as per the specification for each meeting, including operating a partition wall as needed.
• Support with on-site audits and the closure of audit actions.
• Maintain and regularly update site folders and compliance documentation.
• Ensure any risks identified related to the locations are raised to the WEM and captured on the risk register.
• Manage mail and deliveries as required.
• Manage stationary and catering orders and handle deliveries on arrival.
• Build positive relationships with service providers and local client teams.
• Act as local QSHE Champion for the locations. Ensure all accidents, incidents and hazard observations are reported and noticeboards are kept up to date with relevant information.
• Coordinate communications to building users relating to FM activities and updates.
• Be the visible and approachable “go-to” for all things workplace; embody a concierge-level service mindset.
• Conduct regular site visits to Cardiff.
• Act on customer feedback about the workplace and services.
• Conduct daily walkthroughs of the space to proactively identify issues or improvements.
• Manage visitors and support with site inductions as required.
• Conduct or support QSHE inspections as required, including Monthly Workplace Inspections.
• Act as a Fire Warden and First Aider for the location (training will be provided).
• Represent the Facilities & Workplace team in a professional, service-oriented manner.
• Maintain internal plants and coordinate with service providers to ensure healthy workplace greenery.
• Provide cover for receptions as required to ensure continuity of service.
• Attend and contribute to Tenants meetings ensuring minutes are captured and distributed in accordance with process, as required.

These duties are intended to provide an overview of the role, and you may be assigned other duties, as reasonably required.