Facilities Coordinator

JLL; Amsterdam; On-site; EUR 40,000 - 60,000; Full time

Job summary

JLL is seeking a Facilities Coordinator to support operations across accounting, finance, maintenance and office services at client locations. You will manage guest services, building operations and procurement, while ensuring service levels and cost control.

The role requires coordinating with IT, Security and Real Estate, managing CMMS tickets, vendor relationships and health and safety compliance to uphold high standards of the workplace.

Responsibilities

• Provide hospitality and support for guests, visitors, and employees at client location
• Resolve problems associated with building services including janitorial, conference rooms, workstation, furnishings, fixtures and equipment
• Assist with coordination and scheduling of maintenance activities to meet SLA
• Coordinate with IT, Security, Kitchen, Real Estate to complete office works to a high standard
• Take ownership for CMMS tickets and ensure issues are completed within SLAs
• Convert requests from phone calls, text, and emails into trackable tickets
• Complete detailed inspections to discover issues and assign tickets
• Ensure facilities comply with local building, health, safety, and fire codes; report issues promptly
• Create and implement site operational rules and standard operating procedures
• Identify opportunities for improved operational standards and follow through on plans
• Complete short and long-term client projects within budget and identify cost-saving ideas monthly
• Coordinate with client teams to set up co-location spaces and onsite vendors for events
• Manage office supplies and reordering stock as required
• Develop and maintain relationships with client and stakeholders and monitor customer satisfaction
• Complete reports monthly, quarterly, and yearly for continuous improvement and KPI achievement
• Update facilities related information as requested
• Contribute to JLL H&S standards and ensure roles and responsibilities are followed
• Interact professionally with client staff at all levels and maintain a customer-service mindset

Job description

The Facilities Coordinator will assist 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 where required.

Workplace Management

• Provides hospitality and support for guests, visitors, and employees at client location
• Resolves problems associated with all building services including janitorial, conference rooms, workstation as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service
• Assist with the coordination and scheduling of maintenance activities locally to ensure completion within the defined Service Level Agreement (SLA)
• Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all works within the office are completed to a high standard
• Take ownership for the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs)
• Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved
• Complete detailed inspections to discover all issues and assign tickets
• Ensure that facilities are compliant with local building, health, safety, and fire codes and regulations, report any issues immediately through the appropriate channels
• Create and implement site operational rules and standard operating procedures.
• Identify opportunities for improved operational standards
• Proactive in finding improvements and following through on a plan to complete
• Complete short and long-term projects for the client
• Ensure all work completed stays within the client’s budget
• Identify costs saving ideas on a monthly basis
• Coordinates special events in support of client or JLL
• Pick-up, drop-off, prepare postage/labels
• Support the client event team with coordinating JLL onsite vendors to set up events
• Coordinate with the relevant client teams to set up co-location spaces
• Manage office supplies and reorder stock as required

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Support to track all site relevant actual spends vs. budget
• Ensure prompt and accurate management of purchase orders
• Raising and receipting of purchase orders in E1 or other systems as required

Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working
• Ensure all records are kept up to date in relevant locations
• Ensure H&S Roles and Responsibilities for the account are understood and in place on site.
• Assist in carrying out safety procedures when needed
• Reporting on JLL H&S platforms as required

Vendor and Supplier Management

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
• Work with our suppliers to develop a one team approach to managing the services and report any issues to JLL management
• Assist in the procurement of vendors and services as required

Account Performance

• Develop and maintain strong and healthy relationships with the client and key stakeholders
• Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction
• Complete all reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement
• Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead
• Ensure compliance with JLL minimum audit standards
• Update facilities related information as requested.
• Other duties as assigned by the Account Lead / Real Estate
• Identify any innovations and best practises that can support the account
• Contribute to the JLL H&S standards and work within the agreed H&S roles and responsibilities

Client Focus & Relationship Management

• Demonstrates proactive & professional approach to customer service and stakeholder engagement
• Ability to interact with a wide range of client staff, including senior levels
• Has a customer service oriented attitude