Facilities Coordinator

JLL; Gurugram District; On-site; INR 400,000 - 750,000; Full time

Job summary

Jones Lang LaSalle Incorporated seeks a Facilities Coordinator to lead day-to-day client activities at the assigned property in Gurugram. You will be the on-site point of contact for stakeholders, and responsible for site budgets, maintenance, contract services, and occupancy support.

Key duties include receptionist tasks, visitor management, general admin, vendor coordination, and ensuring safety and compliance through EHS practices and incident reporting.

Responsibilities

• Reception duties and visitor management
• Assist in office administration, seating plans, and desk coordination
• Vendor coordination and services support
• Budget, invoicing and general facilities cost control
• EHS compliance, safety inspections and incident reporting

Job description

Job Description:

Role And Responsibilities

OVERALL, ROLE

The facilities Coordinator will lead the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and/or client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

Major Responsibilities

• Reception Duties Reception Duties
• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails, inward and outward mails including packing materials, arranging assignments and handle public and internal inquiries
• Manage incoming and outgoing parcels/ gifts for employee collection
• Manage security badge issue/ collection and access activation/ deactivation for new hire and exit employees
• Administrative Duties

• Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists
• Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare workstations, provide welcome material and updating appropriate employee databases
• Confirm the receipt of and verify accurate invoicing for deliveries, goods and services
• Assist in monthly reporting as well as QBR’s
• Other duties as assigned by supervisor

Facilities Services

• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintains inventories on all general office supplies, facilities equipment and supplies
• Assist with vendor selection, order special deliveries and coordinate vendor services
• Review and resolve outstanding ticket requests in line with set KPI
• Co-ordinate vendors where required
• Minor project management
• Moves/Adds/Changes
• Manage and implement Preventative Maintenance Program and ensure compliance
• Ensure managed site/risk compliance
• Financial Management of budget and processing of vendor invoices in line with account processes
• 24/7 emergency call support and site attendance is required
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby, conference, meeting rooms and desks
• Process orders, maintains inventories on all general office supplies, facilities equipment and supplies and ensure prompt payment to suppliers
• Manage and co-ordinate vendors where required
• Manage facilities assets and implement Preventative Maintenance Program and ensure compliance
• Pest control and interior landscape
• Office storage management – sample rooms, event room, cabinets and lockers

• Meeting room setup and provide event, audio and projector support
• EHS

EHS

• Understand and comply with all EHS arrangements or instructions
• Report any failings in EHS arrangements to line manager
• Ensure strict compliance with EHS policies
• Report all incidents within specified timeframes
• Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Where applicable, induct vendors to site specific situations and keep records
• Work closely with Corporate Security and EHS on safety and security questions or concerns

• Attend to regular EHS meeting, inspection and audit to ensure office compliance to environmental health and safety
• Ensure business resilience plan is maintained with up-to-date key stakeholder names for escalation and reporting

People Management

• Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
• Manage and coach team
• Develop and sustain a high-quality well motivated team
• Ensure high staff morale, trust and work ethics
• Actively support an environment that supports teamwork, co-operation and performance excellence within team
• Assist in mentoring and enabling Training & Development of team members

Requirements: