Facilities Coordinator

JLL; Milano; In loco; EUR 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

A leading real estate services firm is looking for a Facilities Coordinator in Milan. The role involves comprehensive facility management and procurement oversight to ensure customer satisfaction and meet various KPIs. Ideal candidates will have experience in facilities management, strong problem-solving skills, and proficiency in both Italian and English. This position offers an international working environment and opportunities for career advancement.

Servizi

International working environment

Opportunities for advancement

Long-term cooperation

Competenze

• Must be a team player and work effectively with others.
• Ensure compliance with client GRMS and legislation.
• Participate in sustainability initiatives to reduce waste.

Mansioni

• Provide comprehensive facility management and contract oversight.
• Achieve KPIs and SLAs set by the client.
• Manage operational reporting and budget responsibilities.

Conoscenze

Customer orientation

Problem-solving skills

Planning and organizational skills

Communication skills

Proficient in Microsoft Office

Bilingual: Italian and English

Formazione

Initial professional experience in facilities management

Descrizione del lavoro

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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.

We are looking for a Facilities Coordinator for our Integrated Facility Management business line.

If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

What this job involves:

To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To achieve financial and other SLA's and KPIs established by the Client and the Regional Operations Director and/or sub regional Account Manager. Delivery of services in accordance with the SOW's for Facilities Management, Procurement and Critical Environment.

The Facilities Coordinator must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Customer/Stakeholder Management

• Providing smooth and satisfactory customer service
• Supporting the achievement of all KPIs and SLAs defined in the contract

Operational Management

• Managing facility management services including:
• Operational reporting (KPIs and periodic performance metrics)
• Serving as point of contact for landlord and other tenants
• Developing and maintaining documentation, procedures and manuals
• Coordinating on-demand office moves within facilities team
• Daily management of the Corrigo helpdesk system for specific locations
• Budget and PO management: monthly GRs, accrual reports, etc. (JLL and client's systems)
• Conducting site inspections and assessments
• Ensuring close and constructive working relationships with all suppliers
• Monitoring all commissioned work according to time and quality specifications and ensuring corrections in case of performance deficiencies
• Supporting the coordination of repair and maintenance work for office equipment and office supply orders
• Team leader for Reception service
• Comprehensive fleet management including:Processing required documentation with client and leasing companiesProviding driver induction and vehicle support servicesCoordinating maintenance, repairs and courtesy car arrangementsManaging seasonal tire changes and related documentationProcessing accident reports and insurance documentationMonitoring fuel invoices and maintaining fuel card recordsRecording and updating monthly car usage reportingSupporting car selection processes according to category requirementsCoordinating vehicle deliveries and collectionsProviding specialized support for Director-level vehiclesManaging accident reporting and documentation

Administrative support including:

• Management of external storage facility and company product distribution
• Stationery ordering and distribution
• Taxi service coordination and reporting
• Business phone management (approximately 100 SIM cards)
• Monthly meal ticket distribution to employees
• Document management services including:Processing incoming/outgoing mail and courier servicesManaging archive documentation according to company requirementsSupporting external commissions (banking, postal services, ad-hoc purchases)
• Enhanced financial responsibilities:Preparing and managing annual OPEX FM budgets for JLL and client vendorsProcessing PO setup/requests in client financial systemCreating and managing GRs in client's financial systemsSupporting vendor invoice management and cost center allocationManaging client vendor master file
• Meeting room management:Ensuring appropriate setup and layout for meetings and eventsCoordinating technology and catering needs for company eventsPerforming regular checks of meeting rooms throughout the day
• Waste management and recycling:Ensuring proper document shredding and waste segregationSupporting client's Green policy implementationCoordinating collection of special waste items (toners, etc.)

Environmental, Health & Safety responsibilities:

• Participating in the Emergency Team and coordinating fire drills
• Ensuring compliance with client GRMS & legislation
• Compiling monthly OH&S reports (client/3rd party data)
• Supporting sustainability initiatives to reduce energy, water and waste
• Participating in GREENiQ Programme and AER data collection
• Ensuring compliance with JLL regulations, legal requirements, and customer guidelines for all services commissioned by JLL

Job Profile

• Initial professional experience in facilities management or a comparable professional environment
• Strong customer and service orientation
• Problem-solving skills
• Planning and organizational skills
• Confident oral and written communication skills
• Proficient use of Microsoft Office tools
• Italian and English proficiency (spoken and written)

Our Offer

• International working environment
• Opportunities for advancement and development
• Lots of interaction with your customers and experienced colleagues
• The security of a large company and long-term cooperation
#LI-FT1

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.

We are looking for a Facilities Coordinator for our Integrated Facility Management business line.

If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

What this job involves:

To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To achieve financial and other SLA's and KPIs established by the Client and the Regional Operations Director and/or sub regional Account Manager. Delivery of services in accordance with the SOW's for Facilities Management, Procurement and Critical Environment.

The Facilities Coordinator must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Customer/Stakeholder Management

Providing smooth and satisfactory customer service

Supporting the achievement of all KPIs and SLAs defined in the contract

Operational Management

Managing facility management services including:

Operational reporting (KPIs and periodic performance metrics)

Serving as point of contact for landlord and other tenants

Developing and maintaining documentation, procedures and manuals

Coordinating on-demand office moves within facilities team

Daily management of the Corrigo helpdesk system for specific locations

Budget and PO management: monthly GRs, accrual reports, etc. (JLL and client's systems)

Conducting site inspections and assessments

Ensuring close and constructive working relationships with all suppliers

Monitoring all commissioned work according to time and quality specifications and ensuring corrections in case of performance deficiencies

Supporting the coordination of repair and maintenance work for office equipment and office supply orders

Team leader for Reception service

Comprehensive fleet management including:Processing required documentation with client and leasing companiesProviding driver induction and vehicle support servicesCoordinating maintenance, repairs and courtesy car arrangementsManaging seasonal tire changes and related documentationProcessing accident reports and insurance documentationMonitoring fuel invoices and maintaining fuel card recordsRecording and updating monthly car usage reportingSupporting car selection processes according to category requirementsCoordinating vehicle deliveries and collectionsProviding specialized support for Director-level vehiclesManaging accident reporting and documentation

Administrative support including:

Supplier Master File maintenance

Management of external storage facility and company product distribution

Stationery ordering and distribution

Taxi service coordination and reporting

Business phone management (approximately 100 SIM cards)

Courier invoice verification

Monthly meal ticket distribution to employees

Document management services including:Processing incoming/outgoing mail and courier servicesManaging archive documentation according to company requirementsSupporting external commissions (banking, postal services, ad-hoc purchases)

Enhanced financial responsibilities:Preparing and managing annual OPEX FM budgets for JLL and client vendorsProcessing PO setup/requests in client financial systemCreating and managing GRs in client's financial systemsSupporting vendor invoice management and cost center allocationManaging client vendor master file

Meeting room management:Ensuring appropriate setup and layout for meetings and eventsCoordinating technology and catering needs for company eventsPerforming regular checks of meeting rooms throughout the day

Waste management and recycling:Ensuring proper document shredding and waste segregationSupporting client's Green policy implementationCoordinating collection of special waste items (toners, etc.)

Environmental, Health & Safety responsibilities:

Participating in the Emergency Team and coordinating fire drills

Ensuring compliance with client GRMS & legislation

Compiling monthly OH&S reports (client/3rd party data)

Supporting sustainability initiatives to reduce energy, water and waste

Participating in GREENiQ Programme and AER data collection

Conducting regular audits

Ensuring compliance with JLL regulations, legal requirements, and customer guidelines for all services commissioned by JLL

Job Profile

Initial professional experience in facilities management or a comparable professional environment

Strong customer and service orientation

Problem-solving skills

Planning and organizational skills

Confident oral and written communication skills

Proficient use of Microsoft Office tools

Italian and English proficiency (spoken and written)

Our Offer

International working environment

An attractive salary

Opportunities for advancement and development

Lots of interaction with your customers and experienced colleagues

The security of a large company and long-term cooperation

#LI-FT1

Location:

On-site –Milano, ITA

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

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