Facilities Coordinator

Jones Lang LaSalle Incorporated; Ballyerra; On-site; EUR 25,000 - 36,000; Part time

Job summary

Jones Lang LaSalle Incorporated is seeking a Facilities Coordinator in Ireland to manage reception, compliance, and building services. The role emphasizes strong customer service, record-keeping, and coordination with contractors to maintain a safe and efficient office environment.

The position outlines a 30-hour work week with on-site duties, responsibilities across office operations, safety compliance, and timely coordination of facilities-related tasks.

Qualifications

• Experience delivering reception and front-of-house services.
• Strong organizational and record-keeping abilities.
• Ability to coordinate multiple tasks in a facilities environment.
• Awareness of health & safety policies and procedures.

Responsibilities

• Maintain office records and health & safety documentation.
• Receive and process post and invoices; support accounts payable.
• Manage reception and provide excellent client interaction.
• Coordinate contractor visits, safety checks and site audits.
• Support warehouse and deliveries; log and track items as needed.

Skills

Customer service

Administration

Building coordination

Health & safety

Facilities management

Tools

MS Office

Facilities software

Job description

JLL supports the Whole You, personally and professionally.Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.The Facilities Coordinator will be primarily responsible for the delivery of all compliance & building related issues & managing the Customer Service experience, ensuring exceptional client interaction. The individual will manage the Reception area to ensuring a consistent and smooth delivery. They will also be multi-skilled to meet the wide and varied requirement of the role.ResponsibilitiesOffice Duties· Maintain office and health & safety records, filing· Dishwasher loading/unloading when cleaner not on site· Receive and action post-in including invoices, cheques, remittances, invoice scanning to AP and other general post· Post-out including stamps· Involved with office projects and out of scope works, eg. Warehouse shelving, office works· Logistics support to UK and EMEA sites as requiredMaintain up-to-date records on site:· Office risk assessments & DSE· Ensure building fire records up-to-date (landlord)· Fire extinguisher inspections· Fire Risk Assessments (landlord)· Euro House Fire & Emergency plan (landlord)· Testing reports re fire alarm/sensor checks/smoke heads/break glass (landlord)· Certs of analysis re water testing (kitchen tap) re Legionella, Coli/EColi/Enterococci, etc (landlord)· Fire drills (landlord)· Recording of temperature (kitchen tap) – monthly· Recording of emergency lighting tests· Co-ordinating annual PAT testingContractor Management· Managing and host CBRE contractors :o Quotes, PO’s, WO’s, invoicing, track allocated budgetso Maintaining up-to-date records : SOW, Risk Assessments, Method Statements, Toolbox Talks, contractor toolkits, QHSE policies, safety statements, insurance & service records· Carry out contractor induction/monthly cleaning KPI inspections/monitoringMonthly Reports/Checks· Workplace inspections· Unsafe acts/conditions/near miss reporting· Global Agilent KPI scorecard· Toolbox talks· First aid box checks· Opening/processing/closing of work orders and preventative maintenance work ordersWarehouse Duties· Managing deliveries/collections to Agilent warehouse and logging same in log-book highlighting anything that is WEEE waste· Dealing with WEEE and other waste (skip hire) as and when required, printer cartridge & battery re-cycling· Warehouse management and compliance - Ensure safe working environment, working with Agilent engineers and users to ensure that systems/deliveries are logged and stored effectively.· FedEx in/out – managing drop point parts delivery and collection by engineers· Couriers in/out – raising PO’s, matching invoices, preparing items for shipping (Ireland/Worldwide) including customs invoices where necessary, track/trace, maintaining sufficient packaging stocksBehaviours & competenciesThe Office Coordinator will be expected to perform at a competent and high level in all competencies listed below.CompetenciesDelivery of all complianceDelivery and resolution for all building releated itemsService DeliveryQuality Standards, Image and InnovationPlanning, Prioritising and OrganisingProblem SolvingTrustworthy and DiscreetPassionSelf MotivationTeam PlayerLiving the BrandCustomer ServiceService ExcellenceEffective Interaction with OthersCommunicationContinuous ImprovementSkills & experienceStrong customer services skills and experience within a high profile environment.Present a self- image of confidence and authority to enable effective customer service delivery.Service orientated attitude combined with a flair for pro-active problem solving to exceed customers' expectations.Ability to easily communicate with Client.Ability to provide services to the highest specification within a Corporate Building.Strong team player within a Customer Service team and Service Providers.Ability to manage service disruptions in a seamless manner via effective use of the team’s resources so as to maintain business as usual activity.Ability to motivate self and others, excellent time management and organisational skills.Excellent computer skills and the ability to learn new software and systems.Training & qualificationsComputer literateUnderstanding the pinciple of warehouse/logistics control/managementAbility to deliver site compliance and all building related items.Experience of operating within a Customer Service environment providing reception services to the highest standard.Performance excellenceAt a formal level the job holder will be charged with a number of Customer Service/relationship objectives including all compliance and building related issues as part of their annual appraisal and development plan.At an informal level the individual will be encouraged to actively participate in the customer service and wider FM team to drive continuous improvement.Working HoursOperate to an average 30 hours working week, delivering services between the hours of 09.00-16.00 hrs Monday to Friday.If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!Personalized benefits that support personal well-being and growth:JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.About JLL –We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.