Facilities Coordinator

JLL; Madrid; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A leading real estate services firm in Madrid is looking for a Facilities Management Support professional to assist the Facility Manager and ensure day-to-day operations run smoothly. Responsibilities include customer service, managing vendors, processing invoices, and organizing events. Ideal candidates will have experience in facilities management, strong organization skills, and proficiency in Microsoft Office. This is a full-time on-site role that offers the opportunity to thrive in a collaborative environment.

Formación

• Experience in facilities management or similar roles.
• Strong customer service orientation and communication skills.
• Ability to manage multiple tasks and prioritize effectively.

Responsabilidades

• Support Facility Manager and Hub Manager in daily operations.
• Process invoices and manage office facilities.
• Engage with stakeholders to meet client expectations.
• Oversee vendor activities and ensure compliance.

Conocimientos

Microsoft Office

Customer Service

Organizational skills

Microsoft Outlook

Facilities Management

CMMS

OSHA

Maintenance

Filing

Administrative Experience

Property Management

Contracts

Descripción del empleo

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies 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 most talented people and empowering them to thrive, grow meaningful careers, and find a place where they belong. Whether you have deep experience in commercial real estate, skilled trades, or technology, or are looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Main Purpose

To proactively support the Facility Manager and Hub Manager in the day‑to‑day delivery of all facility management related functions and, when needed, also covering the main Front Desk activities, the associated services, and being the first point of contact for suppliers, vendors, and office employees.

Main Job Responsibilities

• Provide exceptional customer service, foster community and collaboration, and support various workplace initiatives.
• Process invoices promptly and within deadlines as directed by the Finance Department.
• Maintain office organization and equipment in proper condition.
• Help achieve customer satisfaction through high‑standard services, attention to detail, and implementing improvements and EMEA roll‑through activities.
• Respond to employee and visitor inquiries professionally and promptly.

General Responsibilities

Operations and Building Management

• Engage stakeholders to ensure client expectations are met as the key point of contact for facilities and staff support.
• Oversee office cleanliness and report on janitorial, stationary, courier, engineering, and cleaning services.
• Ensure safety through risk identification during site inspections, maintaining safe working environments, and following HSE procedures.
• Manage storage, chemicals, and contractor processes according to safety recommendations.
• Log, monitor, and update issues, requests, and tasks in Corrigo.
• Meet with clients, landlords, and facilities managers to discuss FM activities and operational impacts.

Vendor Management

• Meet regularly with vendors, monitor activities, and document meetings.
• Ensure RAMS are provided.
• Update audit scorecards and keep vendors aligned with JLL procedures.

Finance Management

• Process invoices and follow JLL financial processes.
• Raise purchase orders, review accruals, and manage balances.
• Report and match open POs and reconcile invoices.
• Review capex and opex.

Events Management

• Assist in planning and organizing events such as employee engagement activities, client meetings, workshops, and seasonal celebrations.
• Coordinate event logistics: catering, decorations, and supplier management.
• Support communications before, during, and after events (invitations, schedules, signage, feedback).
• Track event budgets, purchase orders, and expenses.
• Maintain event calendar and update stakeholders.

Soft Skills

• Take initiative and share knowledge with peers.
• Communicate professionally, considering the audience.
• Respond to requests and emails promptly.
• Provide Front Desk coverage and greet visitors warmly.
• Manage badge and visitor procedures, including access cards and security protocols.

Location: On‑site, Madrid (ESP)

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

Required Experience: IC

Key Skills: Microsoft Office, Customer Service, Organizational skills, Microsoft Outlook, Facilities Management, CMMS, OSHA, Maintenance, Filing, Administrative Experience, Property Management, Contracts

Employment Type: Full‑Time

Experience: Years

Vacancy: 1

JLL is an Equal Opportunity Employer and is committed to providing reasonable accommodations to individuals with disabilities.