Workplace Coordinator in City of Westminster

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.

Workplace Coordinator Location: SJS, Timber Square

What this job involves:

• The Workplace Coordinator will support the onsite Workplace team providing professional administrative support for the delivery of building operations.
• Delivering administrative activities in accounting, finance, maintenance, operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services and helpdesk.
• Ensuring the smooth running of our service whilst providing an exceptional end-user experience within a corporate HQ.

What your day-to-day will look like:

• Coordinate day-to-day workplace operations, ensuring services are delivered in line with agreed KPIs and service standards.
• Manage and track workplace work orders, providing reporting insights and supporting operational performance improvements.
• Support the delivery of workplace projects, business initiatives, and change programmes, ensuring actions are progressed and outcomes achieved.
• Contribute to sustainability, workplace experience, and continuous improvement initiatives across the site.
• Assist with occupancy planning, space utilisation, and workplace data management to support informed decision-making.
• Provide operational support and continuity during periods of leadership absence, helping maintain service excellence across the workplace.
• Oversee supplier performance, build effective vendor relationships, and support contract governance activities.
• Raise purchase orders and support financial processes in line with company policies and governance requirements.
• Manage the end-to-end processing of utilities non-PO invoices, ensuring accuracy, compliance, and timely payment.
• Act as the key liaison between suppliers, Accounts Payable, and internal stakeholders to resolve invoice queries and provide status updates.
• Maintain accurate financial records, reporting trackers, and supplier payment information.
• Support compliance, contractor management, incident reporting, and risk management processes.
• Coordinate workplace events, meetings, and employee engagement activities to enhance the overall workplace experience.
• Build strong relationships with stakeholders and identify opportunities to improve efficiency, service delivery, and employee satisfaction.

Knowledge, Skills & Abilities

• Superior customer service skills and orientation.
• Ability to maintain professionalism at all times under stressful situations.
• Ability to plan and manage work under time constraints.
• Ability to multitask and work without direct supervision.
• Experience working within Corrigo or other CMMS/Automated Work Order system.
• Proficient in MS Office, Google suites, and possess strong written, verbal and people skills.
• Strong organizational skills and collaborative style.

Other Abilities:

• Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports.