Receptionist

JLL; Dublin; On-site; EUR 42,000 - 56,000; Full time

Job summary

JLL is seeking a skilled Facilities Coordinator to oversee management and maintenance of client facilities, including IFM implementation, compliance, and vendor coordination. The role requires multitasking across facilities, mailroom, events, and administration in a dynamic environment.

Based in Dublin on-site, the position emphasises contractor liaison, building systems monitoring, space planning, and policy development. Mobile support across locations may be required.

Qualifications

• Proven experience in facilities or property management, preferably in an IFM setting.
• Familiarity with relevant legal requirements, codes and regulations governing facility operations.
• Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels.
• Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
• Proficiency in using computerised maintenance management systems (CMMS) and other facility management software.
• Knowledge of budgeting and financial management principles within a facilities context.
• Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills.

Responsibilities

• Coordinate maintenance and repair activities, liaising with contractors and service providers.
• Monitor building systems (HVAC, lighting, security) and report issues promptly.
• Oversee cleaning services and maintain cleanliness standards.
• Manage office supplies inventory and place orders as needed.
• Conduct regular facility inspections and risk assessments.
• Assist in implementing health and safety policies and procedures.
• Coordinate space planning and office moves.
• Mailroom: manage incoming and outgoing mail, including sorting, distributing, and dispatching.
• Coordinate courier services and track packages.
• Maintain accurate records of mail and package deliveries.
• Ensure compliance with postal regulations and company policies.
• Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings.
• Manage event spaces, including set-up and breakdown.
• Liaise with catering services and other vendors for event requirements.
• Assist with AV equipment setup and troubleshooting for presentations.
• Maintain an events calendar and manage bookings for meeting rooms and event spaces.
• Serve as the first point of contact for facilities-related queries and issues.
• Maintain accurate records and documentation for facilities, mailroom, and events activities.
• Prepare regular reports on facilities operations, mailroom metrics, and event activities.
• Assist in developing and implementing facilities policies and procedures.
• Support budget preparation and monitor expenses for assigned areas.
• Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors.
• Conduct periodic vendor performance reviews.
• Mobile Support: Provide flexible support across multiple client locations as required. This may include travelling between sites to provide on-site assistance, conducting facility assessments, coordinating with local service providers, and ensuring consistent facility management practices across all assigned locations.

Skills

Facilities coordination

Contractor management

CMMS

Budgeting

Communication skills

Time management

Team player

Problem solving

Tools

CMMS

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 Overview: We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our client's facilities. In this role, the facilities coordinator is responsible for assisting in the management and coordination of facility operations and maintenance activities. This includes overseeing the implementation of the Integrated Facilities Management (IFM) programme, ensuring compliance with legal requirements, managing service contractors, and providing support for various facility-related tasks.

Responsibilities:

Facilities Management:

• Coordinate maintenance and repair activities, liaising with contractors and service providers
• Monitor building systems (HVAC, lighting, security) and report issues promptly
• Oversee cleaning services and maintain cleanliness standards
• Manage office supplies inventory and place orders as needed
• Conduct regular facility inspections and risk assessments
• Assist in implementing health and safety policies and procedures
• Coordinate space planning and office moves

Mailroom Operations:

• Manage incoming and outgoing mail, including sorting, distributing, and dispatching
• Operate and maintain mailroom equipment
• Coordinate courier services and track packages
• Maintain accurate records of mail and package deliveries
• Ensure compliance with postal regulations and company policies

Event Management:

• Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings
• Manage event spaces, including set-up and breakdown
• Liaise with catering services and other vendors for event requirements
• Assist with AV equipment setup and troubleshooting for presentations
• Maintain an events calendar and manage bookings for meeting rooms and event spaces

General Administration:

• Serve as the first point of contact for facilities-related queries and issues
• Maintain accurate records and documentation for facilities, mailroom, and events activities
• Prepare regular reports on facilities operations, mailroom metrics, and event activities
• Assist in developing and implementing facilities policies and procedures
• Support budget preparation and monitor expenses for assigned areas
• Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors
• Conduct periodic vendor performance reviews

Mobile Support: Provide flexible support across multiple client locations as required. This may include travelling between sites to provide on-site assistance, conducting facility assessments, coordinating with local service providers, and ensuring consistent facility management practices across all assigned locations. The role requires adaptability to work at different sites and the ability to provide remote coordination and troubleshooting support when needed.

Requirements:

• Proven experience in facilities or property management, preferably in an integrated facilities management setting
• Familiarity with relevant legal requirements, codes, and regulations governing facility operations
• Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels
• Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines
• Proficiency in using computerised maintenance management systems (CMMS) and other facility management software
• Knowledge of budgeting and financial management principles within a facilities context
• Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills

Location: On-site –Dublin, IRL

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