Facilities Coordinator

JLL; Aarhus; On-site; DKK 260,000 - 380,000; Full time

Job summary

JLL is recruiting a Facilities Coordinator for our Aarhus site. The role covers operations in accounting and finance, maintenance, vendor oversight, purchasing, occupancy services, and general helpdesk support to ensure smooth office operations.

On-site responsibilities include coordinating maintenance, CMMS ticket management, safety compliance, and supporting events with on-site vendors while staying within the client’s budget.

Responsibilities

• Provide hospitality and support for guests, visitors, and employees at client location
• Resolve problems with building services including janitorial, conference rooms, workstation, furnishings, fixtures and equipment
• Coordinate and schedule maintenance activities to meet SLAs
• Work with IT, Security, Kitchen, Real Estate to ensure office works are completed to a high standard
• Manage CMMS tickets, convert requests to tickets, assign and track resolutions
• Conduct detailed inspections and identify issues to assign tickets
• Ensure facilities comply with local building, health, safety and fire codes
• Create and implement site operating procedures and identify improvement opportunities
• Manage short and long-term client projects within budget and look for monthly cost-saving ideas
• Coordinate client events with onsite vendors and set up co-location spaces
• Manage office supplies and reordering as required
• Develop and maintain relationships with client and stakeholders and monitor customer satisfaction
• Produce scheduled reports (monthly, quarterly, annual) and provide analysis for improvements
• Meet KPIs identified by Account Lead and adhere to JLL audit standards
• Update facilities related information as requested
• Other duties as assigned by Account Lead / Real Estate
• Interact professionally with client staff at various levels and maintain a customer-service oriented attitude

Job description

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 peopleand 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.

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 locally 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 E1 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

Location

On-site –Aarhus, DNK

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you’re pursuing.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.