Workspace Operations and Services Coordinator

Jones Lang LaSalle Incorporated; Leicester; On-site; GBP 23,000 - 32,000; Full time

Job summary

Jones Lang LaSalle Incorporated (JLL) is seeking a Workspace Operations and Services Coordinator for an on-site role in Derby/Leicestershire. You will deliver contracted services, welcome employees and visitors, and act as a key contact to maintain a safe, productive workspace.

You will collaborate with facility teams, vendors and leadership to ensure smooth day-to-day operations, data accuracy, and sustainable, safety-minded service delivery across the site.

Qualifications

• Experience in facilities, property management, hospitality or related fields.
• Proficient with Word, Excel and Outlook.
• Excellent verbal and written communication in English.
• Able to multitask and manage multiple projects.

Responsibilities

• Promote a healthier work environment and connect with people.
• Ensure building readiness for the working day.
• Coordinate with engineering, cleaning and other operations to resolve issues.
• Monitor incident investigations and disaster recovery planning.
• Maintain data integrity and support IT relationships.

Skills

Facilities experience

Client services

English communication

Tech savvy

Tools

Microsoft Office

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.

Join JLL's dynamic team serving one of the world's largest banking and financial services organisations with a network spanning more than 50 countries and territories. We're seeking talented professionals who thrive in fast-paced environments and are eager to drive meaningful change. This is an outstanding opportunity to work alongside industry experts that help shape the future of workplace strategy for a globally recognised institution.

Whether you want a career that could take you to the top or an exciting new direction, we offer opportunities, support and rewards that will help you stand out, fulfil your potential, and ultimately make your mark on something truly exciting.

What this job involves

The Workspace Operations and Services Coordinator is a multi-disciplinary role responsible for the delivery of contracted services. Aligned with the Line Manager, the Workspace Operations and Services Coordinator will be responsible for providing build a sense of community within the workspace and create memorable experiences through supporting colleagues and their work, regardless of where that is. They create a welcoming atmosphere and are the primary point of contact for all employees and their visitors. They will act as an ambassador of the JLL team, representing our values at all times and building long term strong relationships, interfacing not only with key site stakeholders but also with service partners, vendors, and very specially with site occupants. Tasks will be timely and conscientiously done, managing the risk and ensuring the building readiness.

Role and Responsibilities

• Promote a healthier work environment, connect with people, share good initiatives such as sport activities and others.
• The wellbeing of teams is a top priority for JLL
• Strongly contributes for the readiness of the building for the working day
• Proactively identifying issues and working with the responsible operations teams (e.g. engineering, cleaning, mail) to manage them through to completion, supporting the One JLL Team with response and resolution of all incidents.
• Supports the resolution and reporting of any incident / accident investigations
• Works together with the leadership to implement the property risk management program and industry best practice operations
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Proactively managing any issues / tickets to an efficient closure, including the logging in the work planning tool (Corrigo). If not possible, elevate to the Line Manager before impacting the colleague / guest experience
• Support engineering / JLL service partners with communicating any impacts of scheduled or unplanned works to the client and JLL leadership.
• Take ownership and act accordingly to close any non-conformity coming from audits, assessments and inspections, related to your portfolio or as per requested by your line manager.
• Oversight of data integrity - ensure continuous accurate data (e.g., sensor data, floor plans, team org charts, DART)
• Support the use of technology and digital platforms to enable the Guest Experience team to be agile and present and deliver best-in-class service
• Be on top of the overall site performance metrics.
• Work with colleagues and vendor partners to proactively manage completion of all work load within SLAs and KPIs (not just directly addressed tasks)
• Coordination of supply partners, ensuring they follow JLL EHS rules & procedures at all times, and working with them to bring innovation to the Account.
• Work alongside the Catering and Events team to brainstorm, plan and organise events, relating to the community’s interests.
• Ensure both finance and procurement (P2P) processes are adhered to and tasks are completed in a timely manner
• Ensure proper management of physical assets by maintaining an accurate asset register.
• Target Carbon Net Zero as team priority and bring innovative solutions to improve our carbon footprint everyday, as part of continuous improvement, as a mindset.
• Coordination and communication of delivery for special requests requiring input from other teams (e.g. OoH working requests)
• Ensure good and appropriate communication between different teams and stakeholders, proactively sharing information and confirming actions.
• This includes not only your direct reports but also the JLL wider team incl. country leadership, regional SMEs, the Client, Landlords, JLL partners, and others.
• Develop meaningful stakeholder relationships to ensure we are aware of business needs, allowing us to be agile and anticipate their needs
• Implement “New Joiner Welcoming Sessions” to welcome new hires, make them feel valued and unique, arranging access, providing welcome packs and a site tour.
• There´s only one opportunity to cause a good first impression !
• Constantly and proactively looking for opportunities to improve workspace operations delivery to enhance the employee / guest / client experience
• Be safer together - carry out assigned audits and inspections in a timely manner and work with colleagues to close out any actions
• Ensuring a safe and compliant building, for example reporting good catches and managing actions through to completion
• Manage the building access system if & when applicable
• Proactively contributing to a faultless IT relationship, supporting where required and overseeing IT issues that are impacting colleague experience, escalating where necessary

What we expect from all our colleagues on account

Our goal is to provide enhanced workplace experiences that will be long remembered by our clients. In this role you will be a part of delivering a best-in-class experience for our client’s personnel, customers, and guests in a connected workspace which promotes a culture of inclusion and safety. With a focus on creating an environment that enhances productivity, collaboration, and wellbeing, you'll have the opportunity to create exceptional workplace experiences and drive employee satisfaction and engagement to create opportunities for everyone to flourish. Our colleagues prioritize the health and safety of people and buildings. This includes following established safety protocols, reporting hazards/ incidents, maintaining cleanliness, encouraging safe practices, and staying informed about health and safety measures. By actively adhering to these expectations and following One Team S.A.F.E.R together vision, we can create a secure and healthy working environment for everyone involved. Report at least two good catches per year, attend the SAFER together workshop and complete all safety trainings within the due date. You are responsible for leveraging your expertise to find actionable insights from our data and translate it into action, clearly communicating the "what", "so what" and "now what". By embracing curiosity to explore data, courage to act on insights and collaboration to communicate the change we will ensure we meet JLL and HSBC's strategic desire for data-driven decisions. You will be part of delivering best-in-class sustainability solutions for our client, promoting resource efficiency, energy conservation, and environmental stewardship. With a focus on creating a culture of environmental responsibility, you'll have the opportunity to support innovative sustainability initiatives and drive continuous improvement across our operations and contribute to our client’s sustainability goals. Your efforts will play a vital role in creating a more sustainable built environment and fostering a healthier planet for generations to come.

To apply you need to be

• You have solid experience working within facilities, property management, hospitality or related fields
• Experienced in client services and standard operating procedures and other internal/external communication methods.
• You are proficient with computer equipment and programs (Word, Excel and Outlook) and have a keen interest in technology.
• You work collaboratively as part of a team to solve problems with professionalism and service and client focused approach.
• You are agile in managing conflict / complaints
• You are adept at multitasking and are able to respond to multiple projects effectively
• Excellent verbal and written formal communication skills in both local language and English
• You strive for excellence in what you do and share ideas for improvement
• Flexible to work in shifts or occasionally out of hours when requested

Desired or preferred experience and technical skills

• You have experience in managing facilities, property management, hospitality or related fields.
• You have people management competence.
• Preferably, you have experience using Building Management Systems and Computerised Maintenance Management system (CMMS) for managing Preventative Planned Maintenance
• You have knowledge of in-country requirements related to building regulations, H&S, contractors, statutory regulations, etc

Location

On-site –Derby, GBR, Leicestershire, GBR