Facilities Coordinator/Administration

Jones Lang LaSalle Incorporated; Leeds; On-site; GBP 30,000 - 42,000; Full time

Benefits offered by this job

Overtime pay

Holiday entitlement

Health cash plan

Pension scheme

Training & development

Job summary

Jones Lang LaSalle Leeds is seeking a Facilities Coordinator to support site management, administer the CAFM system, and help ensure contractual compliance across a multi-client environment on-site. You will deputise for the Facilities Manager, process purchase orders, invoices and work orders, aid audits, and assist with health and safety standards while contributing to timely reporting.

The role offers training, a clear career path, and benefits including pension, health plan, and holiday

Qualifications

• Understanding of facilities administration functions and ability to take instructions and act on own initiative.
• Must have effective communication skills and familiarity with databases, word processing & the internet.

Responsibilities

• Deputise for Facilities Managers.
• Support site by leading on administration aspects of internal and external client audits.
• Complete Site Audits as required.
• Process and control purchase orders, invoices, and work orders.
• Support the completion of reports and documentation to meet deadlines.
• Support the contract team.
• Ensure prompt management of purchase orders and goods receipts.
• Review site monthly finance reports with local JLL team.
• Liaise with third party vendors for invoice delivery and reporting.
• Provide support, training and coaching for new employees.
• Assist with Health & Safety standards in FM operations.
• Continue self-development to improve service delivery.

Skills

CAFM administration

Purchase orders

Invoices

Site audits

Health & safety

Vendor liaison

Tools

JDE

Excel

Word

Outlook

CAFM software

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 people and 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.

Job Description Facilities Coordinator

Job Profile An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.

Responsibilities

The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the site, including support in maintaining contractual compliance and mitigation of service failures.

Functions

• To deputise for Facilities Managers.
• To support the site by leading on administration aspects of internal and external client audits
• To complete Site Audits as required
• Process and control purchase orders, invoices, and work orders.
• Support the completion of reports and documentation to meet required deadlines.
• Support the contract team.
• Ensure prompt and accurate management of purchase orders in JDE Good's receipting of third party invoice
• Review of site monthly finance reports with local JLL Team
• Liaise with third party vendors to ensure correct invoice delivery dates and reporting of same
• Follow up and communicate with third party vendors in relation to overdue invoices, credit notes, PO anomalies etc.
• Provide support, training and coaching for new employees
• To Copy Facilities Admin Duties to here
• Other Responsibilities Support in compliance with the PPM programme
• Support in compliance with client service level outputs
• Support in compliance with company Quality Assurance procedures
• Supporting in aspects of Health and Safety standards in the FM operations.
• Continue with self-development to improve service delivery and reduce outsourcing needs.

Job Measurement Data Internal and External KPI Performance Financial Penalties Internal and Reporting Essential Facilities Coordinator in a multi contract/site or large-scale account Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal Technology i.e., Microsoft Word and Excel, Outlook, and good typing skills Good understanding of CAFM Ability to prioritise workload and tasks Can do attitude with a proactive approach Have a good awareness of Health & safety working practices Desirables IOSH (Managing safely) Previous history of working within Facilities Management Services and knowledge of Facilities Management software.

You also need to be: Self-motivated; confident & energetic Flexible - able to adapt to rapidly changing situations Goal-oriented - able to focus on meeting all performance targets A strong communicator - good presentation skills and possess strong verbal & written communication skills (English & local language) Critical Competencies for Success Able to cooperate and work well with others to meet targets Support the team effectively as and when needed Proven ability to commit to flawless execution while complying with firm's procedures and standards Demonstrate and ensure to instil a culture in the team that match our I am JLL core behaviours and values Proven ability to manage multiple and complex operational matters on a daily basis.

Location: On-site -Leeds, GBR

Employee Benefits

• Overtime x1.5 on weekday and x2 on weekends + day in lieu on bank holidays
• 24 days holiday plus bank holidays (pro rata into shifts for shift workers)
• Company funded health cash plan
• Ability to buy and sell holidays - buy 5 days & sell 2 days
• Life assurance
• Auto-enrolment company pension scheme
• Employee Assistance Program (EAP)
• Cycle to work scheme
• Purchase an electric vehicle via salary sacrifice
• Employee discounts with various brands
• Learning and development programs, training and career opportunities.

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

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM.

JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.