Facilities Coordinator

JLL; Milton Keynes; On-site; GBP 28,000 - 34,000; Full time

Job summary

JLL in Milton Keynes is seeking a proactive Workplace Experience Coordinator to deliver exceptional facilities services and maintain a safe, well‑run environment for all occupants. You will be the first point of contact for building users and support audits, compliance and supplier relationships.

You will assist the Workplace Experience Manager, coordinate FM tasks, manage bookings, inductions, safety actions, and act as a Fire Warden/First Aider (training provided).

Responsibilities

• Support the Workplace Experience Manager in overseeing day-to-day delivery of FM services as required for Milton Keynes location, ensuring service levels are met.
• Serve as the face of the business, acting as the first point of contact for clients, stakeholders, and staff when they enter the office.
• Assist with information for quotes and capex planning as required.
• Ensure Planned Preventative Maintenance activities are carried out on site per schedules and escalate issues to the WEM.
• Manage subcontractors onsite in line with the Contractor Management Procedure.
• Raise and track reactive maintenance tasks through the Helpdesk and ensure timely resolution.
• Coordinate car park and meeting room bookings, setups, hospitality, AV support.
• Complete meeting room set ups as per specifications and operate partition walls as needed.
• Support on-site audits and close audit actions.
• Maintain site folders and compliance documentation.
• Raise location-related risks to the WEM and capture on the risk register.
• Manage mail, deliveries, stationary and catering orders.
• Build positive relationships with service providers and local client teams.
• Act as local QSHE Champion and ensure accidents and hazards are reported.
• Coordinate communications to building users about FM activities and updates.
• Be a visible go-to for workplace related matters with concierge-level service.
• Act on customer feedback about the workplace and services.
• Conduct daily walkthroughs to identify issues or improvements.
• Manage visitors and support site inductions as required.
• Conduct or support QSHE inspections, including Monthly Workplace Inspections.
• Act as Fire Warden and First Aider for the location (training provided).
• Represent the Facilities & Workplace team in a professional, service-oriented manner.
• Maintain internal plants and coordinate with providers to ensure healthy workplace greenery.
• Attend Tenant meetings and ensure minutes are captured and distributed.

Job description

Location: Office based - Milton Keynes
Reports To: Regional Workplace Experience Manager

Job Overview

To deliver exceptional workplace experience, coordinate facilities services and ensure the smooth operation of day-to-day hard and soft FM activities. This role acts as the first point of contact for building users providing proactive, service-focused support and supporting compliance, comfort, and operational efficiency across the site. The Workplace Experience Coordinator plays a key role in maintaining high standards in workplace services, supporting audits and safety, fostering strong supplier and stakeholder relationships, and contributing to a positive, safe and well-maintained environment for all occupants.

What This Job Involves

Support the Workplace Experience Manager (WEM) in overseeing day-to-day delivery of FM services as required for your location(s), ensuring service levels are consistently met and proactively raising any issues.

• Serves as the face of the business, acting as the first point of contact for clients, stakeholders, and staff when they enter the office.
• Support the WEM with gaining information required for quotes and other activities (e.g. capex planning), as required.
• Ensure Planned Preventative Maintenance (PPM) activities are carried out onsite in accordance with schedules and elevate any issues to WEM.
• Manage subcontractors onsite in accordance with the Contractor Management Procedure.
• Raise and track reactive maintenance tasks through the Helpdesk system, following up to ensure timely resolution.
• Coordinate car park and meeting room bookings, setups, hospitality, AV support.
• Complete meeting room set ups, arranging rooms as per the specification for each meeting, including operating a partition wall as needed.
• Support with on-site audits and the closure of audit actions.
• Maintain and regularly update site folders and compliance documentation.
• Ensure any risks identified related to the location are raised to the WEM and captured on the risk register.
• Manage mail and deliveries as required.
• Manage stationary and catering orders and handle deliveries on arrival.
• Build positive relationships with service providers and local client teams.
• Act as local QSHE Champion for location(s). Ensure all accidents, incidents and hazard observations are reported and noticeboards are kept up to date with relevant information.
• Coordinate communications to building users relating to FM activities and updates.
• Be the visible and approachable "go-to" for all things workplace; embody a concierge-level service mindset.
• Act on customer feedback about the workplace and services.
• Conduct daily walkthroughs of the space to proactively identify issues or improvements.
• Manage visitors and support with site inductions as required.
• Conduct or support QSHE inspections as required, including Monthly Workplace Inspections.
• Act as a Fire Warden and First Aider for the location (training will be provided).
• Represent the Facilities & Workplace team in a professional, service-oriented manner.
• Maintain internal plants and coordinate with service providers to ensure healthy workplace greenery.
• Attend and contribute to Tenants meetings ensuring minutes are captured and distributed in accordance with process, as required.