Facilities Co-ordinator

Jll; Newtown; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading real estate firm is seeking a Facilities Co-ordinator in Cambridge, UK. This role includes managing site operations, vendor relations, and client support. You will be the key point of contact ensuring the smooth delivery of facilities management functions while maintaining budget control and safety standards. Ideal candidates will have experience in facilities management and possess excellent communication skills. The firm offers a dynamic environment that promotes career growth and development.

Benefits

Career development opportunities

Collaborative working environment

Qualifications

• Experience in facilities management, building, business or related field.
• Strong PC literacy and ability to manage daily activities using various systems.
• Demonstrated experience with continuous improvement initiatives is highly desirable.

Responsibilities

• Co-ordinate local sites within the UK, based in Cambridge.
• Ensure statutory and PPM schedules are adhered to and reported.
• Manage vendor communications and ensure quality service.

Skills

Facilities management

Stakeholder Management

Vendor Management

Budget management

Health & Safety Knowledge

PC literacy

Interpersonal Skills

Education

Experience in facilities management or related field

Fluent in English

Job description

Overview

To pro-actively support the Regional Facilities Manager and EMEA Operations Director in the day-to-day delivery of facilities management functions. The Facilities Co-ordinator based in Cambridge, UK will act as the on-site key point of contact for clients, suppliers, vendors and office employees. The role includes service quality, helpdesk task resolution, vendor management and operations on site.

Responsibilities

• Co-ordinate the local sites within the UK, based in Cambridge
• Ensure site-specific statutory and PPM schedules are adhered to and reported to the Facilities Manager
• Take initiative in daily tasks, maintain a pro-active attitude, and share knowledge with peers
• Client/Stakeholder Management: Proactively engage stakeholders to meet on-site client expectations; act as on-site key point of contact for Facilities on client premises; respond to requests and emails in a timely manner; first contact for staff support; communicate professionally; contribute to event planning with wider community teams; gather employee feedback to improve the office experience
• Vendor Management: Janitorial, Stationery, Engineering, Catering consumables, Cleaning Services; oversee office cleanliness and report on cleanliness in offices/pantries; manage stationary stock levels within budget; manage consumables (stationery, beverages, toilets and kitchen supplies); ensure JLL HSSE contractor management processes are followed when vendors attend site; communicate with vendors and suppliers; coordinate event setup for special events
• Finance Management / Cost Control / Profitability: process invoices by deadlines as per JLL Finance team; ensure JLL financial processes are followed; raise Purchase Orders, regularly review accruals and open PO's
• Health & Safety Management: provide a safe working environment for JLL team and vendors; log near misses/good catches through HSSE System; identify risks during site inspections and document findings; maintain site logbooks and upload documents to SharePoint; support audits for JLL and landlord managed services; attend HSE audits
• Site Operations Management: implement building procedures and performance measures; coordinate works within the building, grant access and authorisations; maintain office equipment and conditions; log and monitor issues and tasks in Corrigo for all assigned sites; meet regularly with the Regional Facilities Manager for updates and feedback; ensure chemicals have up-to-date lists and trained staff handle them; identify and implement continuous improvements; manage external space bookings for meetings/trainings; support a consistent hospitality experience for employees and guests

Qualifications & Requirements

• Experience in facilities management, building, business or related field
• Fluent in English
• Excellent people skills and ability to interact with a wide range of client staff
• Knowledge of Occupational Safety requirements
• Strong PC literacy and ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialized services
• Proven capacity to understand and interpret commercial contracts
• Budget management and financial analysis skills

Personal Characteristics

• Strong communicator with presentation, verbal and written communication skills; active listener
• Passion for quality and attention to detail
• Self-motivated, confident and energetic
• Ability to work under pressure and adapt to changing situations
• Goal-oriented and collaborative team player
• Initiative to drive improvement initiatives; honesty and trustworthiness
• Open to new ideas and willing to challenge the status quo
• Able to work under own initiative

About JLL

Our people at JLL and JLL Technologies are shaping the future of real estate. We are committed to hiring the best, most talented people and empowering them to thrive and grow meaningful careers. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. We are a professional services and investment management firm specializing in real estate. We strive to protect personal information in recruitment and keep it secure for legitimate business or legal reasons.