Facilities Co-ordinator

Jones Lang LaSalle Incorporated; Milano; In loco; EUR 30.000 - 40.000; Tempo pieno

Descrizione del lavoro

A leading real estate services firm in Milan is seeking a Facilities Co-ordinator to support daily operations and act as the key contact for vendors and staff. The ideal candidate has experience in facilities management, fluency in Italian and English, and excellent people skills. Responsibilities include overseeing vendor management, ensuring health and safety compliance, and facilitating communication among stakeholders. This is a full-time, on-site role.

Competenze

• Proven capacity to understand and interpret commercial contracts.
• Demonstrated experience with continuous improvement initiatives.
• Ability to manage daily activities using various systems.

Mansioni

• Support the Facilities Manager in daily operations.
• Manage vendor relationships and maintain service quality.
• Ensure compliance with health and safety regulations.

Conoscenze

Fluent in Italian

Excellent people skills

Strong PC literacy

Knowledge of Occupational Safety requirements

Formazione

Experience in facilities management or related field

IOSH Managing Safely or Country Equivalent

Descrizione del lavoro

Facilities Co-ordinator page is loaded## Facilities Co-ordinatorremote type: On-sitelocations: Milano, ITAtime type: Full timeposted on: Posted Yesterdayjob requisition id: REQ467405**JLL empowers you to shape a brighter way**.Our people at JLL and JLL Technologies 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.**Role Purpose**To proactively support the Facilities Manager and EMEA Operations Director in the day-to-day delivery of all facilities management related functions and, when needed, also covering the main switchboard activities and the associated services, as well as serving as the first point of contact for suppliers, vendors and office employees.The Facilities Coordinator based in Milan/Pavia or Agrate Brianza, Italy will work to ensure coordination of the day-to-day client activities for assigned properties and support the Facilities Manager by being the on-site key point of contact for key stakeholders and clients. This role will have responsibility for service quality, helpdesk task resolution, vendor management and operations on site.**What this job involves**• Coordinating responsibility of the local sites within Italy, based on sites in Agrate Brianza & Pavia • Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager • Taking initiative in daily tasks, maintaining a proactive attitude and sharing knowledge with peers**Client/Stakeholder Management** • Proactively engaging stakeholders to ensure that on-site client expectations are met • On-site key point of contact for Facilities in the client's premises • Responding to requests and emails in a timely manner • First contact for support to staff • Communicating in a professional manner, taking the audience into account • Contributing to event planning with wider community teams • Actively engaging with employees to gather their feedback to enhance the office experience**Vendor Management – Janitorial, Stationery, Engineering, Catering consumables, & Cleaning Services** • Office cleanliness: overseeing & reporting cleanliness in office, pantries, etc. • Ensuring stationery stock levels are managed accordingly and within budget • Management of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc. where applicable to workplace) • Ensuring JLL HSSE contractor management process is being followed when vendors attend site • Communication to vendors and suppliers • Event set up coordination for special events**Finance Management / Cost Control / Profitability** • Processing invoices without delay and in deadlines, as per instruction from JLL Finance team • Ensuring JLL financial processes are always followed • Raising Purchase Orders (POs), regularly reviewing accruals and open POs**Health & Safety Management** • Ensuring the provision of a safe working environment for JLL team and vendors • Ensuring near misses/good catches are logged through HSSE System for all assigned sites • Ensuring a safe and engaging environment for colleagues and clients through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report) • Ensuring site logbooks are being administered and documents uploaded to SharePoint • Supporting audits for JLL and landlord managed services • Attending HSE Audits**Site Operations Management** • Implementing building procedures and performance measures and ensuring they are maintained at all times • Coordinating works within the buildings, granting access and authorizations from all involved areas • Office maintenance – Ensuring the office is organized and all equipment in proper conditions (equipment e.g. AC, lights, electrical, cafeteria equipment, desks, chairs, light issues, doors, etc.) for landlord and JLL items • Logging, monitoring and updating all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites • Regularly meeting with Facilities Manager for updates and feedback on ongoing FM issues affecting site and understanding client activities which might influence current and/or regular FM operations on site • Ensuring all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff handles them • Identifying and implementing at least 4 innovations which reduce costs or improve customer experience • Managing external space bookings for customer meetings or trainings • Supporting a consistent hospitality experience for employees and guests**Ideal Experience** • Experience in facilities management, building, business or other related field • Fluent in Italian and English • Excellent people skills and ability to interact with a wide range of client staff and demands • Knowledge of Occupational Safety requirements • Strong PC literacy and proven ability to manage daily activities using various systems • Demonstrated experience with continuous improvement initiatives (highly desirable) • Knowledge of vendor management for specialized services • Proven capacity to understand and interpret commercial contracts • Budget management and financial analysis skills • IOSH Managing Safely or Country Equivalent**Other Personal Characteristics** • Strong communicator – Good presentation skills and possesses strong verbal & written communication skills and is an active listener • Passion for quality – has an eye for detail to ensure the best delivery of services • Self-motivated; confident & energetic • Ability to effectively deal with stressful situations • Flexible – able to adapt to rapidly changing situations • Strongly goal-oriented – able to focus on meeting all performance targets • Is a team player – able to cooperate and work well with others to meet targets • Proven ability to initiate and follow through with improvement initiatives • Exhibits honesty & trustworthiness • Open to new ideas & willing to challenge status quo • Able to work under own initiative • Willing to travel with personal car**Location:** Agrate Brianza & Pavia**---------------------------------------------------------------------------------------------------------------****Scopo del Ruolo**Supportare proattivamente la figura del Facilities Manager e del/della Operations Director EMEA nella gestione quotidiana di tutte le funzioni relative al facilities management e, quando necessario, coprire anche le attività del centralino principale e i servizi associati, oltre a fungere da primo punto di contatto per fornitori, vendor e dipendenti dell'ufficio.Il/La Coordinatore/Coordinatrice Facilities con sede a Milano/Pavia o Agrate Brianza lavorerà per garantire il coordinamento delle attività quotidiane del cliente per le proprietà assegnate e supporterà il Facilities Manager fungendo da punto di contatto chiave in loco per le parti interessate e la clientela. Questa posizione avrà la responsabilità della qualità del servizio, della risoluzione delle attività helpdesk, della gestione dei fornitori e delle operazioni in loco.**Cosa comporta questo lavoro**• Responsabilità di coordinamento dei siti locali in Italia, basati sui siti di Agrate Brianza e Pavia • Garantire che i programmi statutari e PPM specifici del sito vengano rispettati e segnalati al Facilities Manager • Prendere iniziativa nelle attività quotidiane, mantenere un atteggiamento proattivo e condividere le conoscenze con i colleghi**Gestione Cliente/Stakeholder** • Coinvolgere proattivamente