Workplace Coordinator

Jones Lang LaSalle Incorporated; Mumbai; On-site; INR 600,000 - 800,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Mumbai is seeking a Facilities Coordinator to support the Facilities Manager across accounting, maintenance, vendor oversight, and helpdesk activities. The role includes procurement, safety audits, and site operations to ensure efficiency and cost control.

The ideal candidate will assist in financial processes, manage purchase orders, and help implement industry best practices while maintaining a safe, well-run site for our clients.

Qualifications

• Prior experience in facilities, property management, hospitality or related field.
• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
• Understanding of basic technical aspects of property (CRAC, Chiller, Fire Protection, M&E, BMS) is advantageous
• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
• The ability to effectively deal with stressful situations
• The ability to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• A strong communicator – good presentation skills and strong verbal & written communication in English & local language

Responsibilities

• Provide superior customer service to meet on-site client’s expectations.
• Assist in contractor/vendor management on site to ensure standards.
• Assist in financial processes to ensure timely and accurate completion.
• Ensure prompt and accurate management of purchase orders.
• Conduct safety audits to ensure procedures on site are in place.
• Assist in implementing Industry Best Practice operations.
• Conduct site inspections and assessments to maintain building procedures.
• Seek ways to reduce costs and improve operational standards.
• Maintain premises in neat and good working condition.
• Provide support for regular reporting packages.
• Follow escalation and incident reporting procedures.
• Adhere to JLL’s conduct and compliance guidelines.

Skills

Facilities management

Property management

Hospitality

Communication skills

Vendor management

Job description

Role Summary

The Facilities Coordinator will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team.

What this job involves

Client/Stakeholder Management

• Provide superior customer service to meet on-site client’s expectations

Procurement & Vendor Management

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)


• Assist in the procurement of vendors and services as required

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner


• Ensure prompt and accurate management of purchase orders in JDE

Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working


• Assist in carrying out safety procedures when needed

Site Operations Management

• Assist in the implementation of Industry Best Practice operations


• Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times


• Seek ways to constantly reduce costs and improve operational standards


• Maintain premises in neat and good working condition at all times


• Maintain duplicate office keys in good order


• Provide support for regular reporting packages

Risk Management

• Assist in the implementation and management of property risk management program


• Support the implementation and monitoring of disaster recovering and business continuity plans


• Follow established escalation procedures and incident reporting procedures


• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Achieve Key Performance Indicators and Service Level Agreement targets

• Achieve Key Performance Indicators and Service Level Agreement targets

Personal Competencies, Attributes & Knowledge

• Prior experience in facilities, property management, hospitality or related field (preferred)


• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous


• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous


• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively


• The ability to effectively deal with stressful situations


• The ability to work independently


• You also need to be: Self-motivated; confident & energetic


• Flexible – able to adapt to rapidly changing situations


• Goal-oriented – able to focus on meeting all performance targets


• A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)


• Prior experience in facilities, property management, hospitality or related field (preferred)


• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous


• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous


• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively


• The ability to effectively deal with stressful situations


• The ability to work independently


• You also need to be: Self-motivated; confident & energetic


• Flexible – able to adapt to rapidly changing situations


• Goal-oriented – able to focus on meeting all performance targets


• A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)

Critical Competencies for Success

• Firm First mind-set – Able to cooperate and work well with others to meet targets – Support the team effectively as and when needed – Proven ability to commit to flawless execution while complying with firm’s procedures and standards


• Client Focus & Relationship Management – Demonstrate and ensure to instil 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 – Able to interact with the general client staff & vendors with ease – Ability to manage conflict and conflicting priorities – Demonstrates ability to work with vendors to deliver efficient services – Demonstrates proactive & professional approach to customer service – Has a customer-oriented attitude


• Project Management & Organizational Skills – Proven ability to manage multiple and complex operational matters on a daily basis – Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner

Location

On-site –Mumbai, MH

Working Hours

Scheduled Weekly Hours: 48

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM.

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.