Facilities Coordinator

Allegis Global Solutions; Cambridge; On-site; GBP 26,000 - 38,000; Full time

Job summary

JLL is seeking a Facilities Coordinator to support the Facilities Manager with operations across accounting, finance, maintenance, and services at the client site. The role involves vendor oversight, purchasing of materials, and providing administrative support to the team.

You will help maintain high standards for building services, safety compliance, and site operations while coordinating with IT, Security, Kitchen, and Real Estate teams to deliver seamless services.

Responsibilities

• Provides hospitality and support for guests, visitors, and employees at client location.
• Resolves problems with building services including janitorial, conference rooms, workstation, furnishings, fixtures and equipment.
• Coordinate and schedule maintenance to meet the defined SLA.
• Work with IT, Security, Kitchen, Real Estate to complete office works to a high standard.
• Own CMMS system; convert requests into tickets and ensure SLAs are met.
• Create site operational rules and standard operating procedures.
• Identify cost-saving ideas for improved operational standards.
• Manage office supplies and reorder stock.
• Assist in financial processes and track site spends vs budget.
• Raising and receipting of purchase orders in Ariba or other systems.
• Conduct regular safety audits and ensure H&S records are kept up to date.
• Coordinate with client teams to set up co-location spaces and coordinate on-site vendors for events.

Job description

JLL are looking for a Facilities Coordinator to join the team. This person will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Workplace Coordinator is also required to provide administrative support to the team, if required.

Responsibilities

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 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 Ariba 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 by the Facilities Manager.
• Other duties as assigned by the Facilities Manager / Real Estate.
• Identify any innovations and best practices 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.