Facilities Coordinator

KSB-Jones Lang LaSalle Services Ir; Ballyerra; On-site; EUR 30,000 - 45,000; Full time

Job summary

The Facilities Coordinator at JLL will oversee compliance and building-related issues, manage the reception area, and ensure a smooth customer service experience for on-site clients in Cork, IRL.

You will coordinate records, contractor management, monthly checks, and warehouse logistics, while supporting a range of office duties and ensuring safety and high standards of service at a corporate building.

Qualifications

• Strong customer service skills in a high profile environment.
• Confident, professional appearance for on-site service delivery.
• Proactive problem solving to exceed customer expectations.
• Excellent communication with clients.
• Ability to deliver high-spec services within a corporate building.

Responsibilities

• Maintain office and health & safety records, filing.
• Receive and action post including invoices, cheques, remittances, invoice scanning to AP.
• Oversee contractor management, inductions and KPI inspections.
• Prepare monthly facility and safety reports.
• Coordinate warehouse and logistics with UK/EMEA sites.
• Deliver excellent customer service and professional reception.

Skills

Customer service

Reception

Problem solving

Communication

Team player

Time management

Organisational skills

Computer skills

Warehouse logistics

Site compliance

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 peopleand empowering them tothrive, 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.

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.

Responsibilities

Office 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 required

Maintain up-to-date records on site:

• Ensure building fire records up-to-date (landlord)
• Fire extinguisher inspections
• 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)
• Recording of temperature (kitchen tap) – monthly
• Recording of emergency lighting tests
• Co-ordinating annual PAT testing

Contractor Management

• Managing and host CBRE contractors :
• Quotes, PO’s, WO’s, invoicing, track allocated budgets
• 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/monitoring

Monthly Reports/Checks

• Unsafe acts/conditions/near miss reporting
• Opening/processing/closing of work orders and preventative maintenance work orders

Warehouse 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 stocks

The Office Coordinator will be expected to perform at a competent and high level in all competencies listed below.

• Delivery of all compliance
• Delivery and resolution for all building releated items

Service Delivery

• Quality Standards, Image and Innovation
• Planning, Prioritising and Organising
• Problem Solving
• Trustworthy and Discreet

Passion

• Self Motivation
• Team Player
• Living the Brand

Customer Service

• Service Excellence
• Effective Interaction with Others
• Communication
• Continuous Improvement

Skills & experience

• Strong 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.
• Understanding the pinciple of warehouse/logistics control/management
• Ability 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 excellence

• At 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 Hours

Operate to an average 30 hours working week, delivering services between the hours of 09.00-16.00 hrs Monday to Friday.

Location:

On-site –Cork, IRL

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.

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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 > I want to work for JLL.