Facilities Co-Ordinator

Jones Lang LaSalle Incorporated; Dublin; On-site; EUR 32,000 - 42,000; Full time

Benefits offered by this job

Total Rewards program

Job summary

JLL in Dublin is seeking a Facilities Coordinator for the Work Dynamics team to manage front of house operations and deliver first-class service to clients and visitors. You will lead events, supervise front of house staff, manage budgets, coordinate with vendors, and support the Facilities Manager in audits and compliance; a strong customer focus and stakeholder management are essential.

This role offers an onsite Dublin workplace and opportunities for career growth within a global real estate

Qualifications

• Excellent spoken and written English language.
• Excellent people skills, communication, team building.
• Proactive individual with 7 stars
• Hospitably experience
• High levels of Customer Care skills, with an emphasis on instilling the same in the team
• An eye for detail
• Understand relationship with Stakeholders and coordinate Event, Functions and VIP visits
• Knowledgeable in providing and delivering cost effective solutions for FM operation
• Commercial awareness
• Understands commercial implications of service decisions
• Promote open, constructive and collaborative relations
• Experience in managing Stakeholders and Clients
• Experience in managing multi service real estate contracts at a country level
• Experience of procurement methods and contractual terms and conditions relating to relevant services
• Strong knowledge and experience of performance management of partnerships

Responsibilities

• Effective management of the front of house staff to ensure a first-class service in a professional and efficient manner, ensuring the first impression is of the highest standards, whether with the client, other employees, or external contractors/vendors.
• Event management – liaison with vendors and contractors to gain quotes and present them to the client, as well as organising and setting up the event, ensuring the smooth running of it.
• Supervision of events from start to finish on a regular basis, including ad-hoc out of working hours activities.
• Line management responsibilities.
• Management of the front of house team to ensure the smooth and effective running of the team.
• Regular performance review meetings with the front of house team – delegation of tasks and duties, as well as appraisals and staff evaluation.
• Overseeing and management of the food and stationery budget, and then ordering supplies in line with the stock report.
• Escalations of any performance issues with relevant recorded backup.
• Handling complaints and issues in reception, meeting rooms, and events.
• Ensuring applicable external laws and regulations and internal policies, procedures, limits and other risk control requirements are implemented and complied with.
• Cross training the front of house/Property Team with any relevant property-related procedures or policies.
• Supporting Facilities Manager in preparation for upcoming audits.
• Overseeing any internal visitors and assisting during their business visit.
• Engagement in internal Client initiatives.
• Ensuring the reception is kept clean and tidy at all times.

Skills

English language

People skills

Team building

Proactive attitude

Hospitality experience

Customer care

Attention to detail

Stakeholder coordination

Cost optimization FM

Commercial awareness

Contractual procurement knowledge

Partnership management

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. We are looking for a Facilities Coordinator for our Work Dynamics business line.

About JLL We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

Place of work: Dublin, Ireland

Role Purpose

Effective management of the front of house staff to ensure a first-class service in a professional and efficient manner, ensuring the first impression is of the highest standards, whether with the client, other employees, or external contractors/vendors.

• Event management – liaison with vendors and contractors to gain quotes and present them to the client, as well as organising and setting up the event, ensuring the smooth running of it.
• Supervision of events from start to finish on a regular basis, including ad-hoc out of working hours activities.
• Line management responsibilities.
• Management of the front of house team to ensure the smooth and effective running of the team.
• Regular performance review meetings with the front of house team – delegation of tasks and duties, as well as appraisals and staff evaluation.
• Overseeing and management of the food and stationery budget, and then ordering supplies in line with the stock report.
• Escalations of any performance issues with relevant recorded backup.
• Handling complaints and issues in reception, meeting rooms, and events.
• Ensuring applicable external laws and regulations and internal policies, procedures, limits and other risk control requirements are implemented and complied with.
• Cross training the front of house/Property Team with any relevant property-related procedures or policies.
• Supporting Facilities Manager in preparation for upcoming audits.
• Overseeing any internal visitors and assisting during their business visit.
• Engagement in internal Client initiatives.
• Ensuring the reception is kept clean and tidy at all times.

Required skills and experience

• Excellent spoken and written English language
• Excellent people skills, communication, team building
• Proactive individual with 7 stars
• Hospitably experience
• High levels of Customer Care skills, with an emphasis on instilling the same in the team
• An eye for detail
• Understand relationship with Stakeholders and coordinate Event, Functions and VIP visits
• Knowledgeable in providing and delivering cost effective solutions for FM operation
• Commercial awareness
• Understands commercial implications of service decisions
• Promote open, constructive and collaborative relations
• Experience in managing Stakeholders and Clients
• Experience in managing multi service real estate contracts at a country level
• Experience of procurement methods and contractual terms and conditions relating to relevant services
• Strong knowledge and experience of performance management of partnerships

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

JLL is an Equal Opportunities Employer and encourages applications from all sections of the community.

Location: On-site -Dublin, IRL

For further information, visit jll.com.