Facilities Assistant

Jones Lang LaSalle Incorporated; Warszawa; On-site; PLN 67,000 - 100,000; Full time

Benefits offered by this job

Private healthcare

Cafeteria system

Life insurance

Employee assistance program

Hybrid work environment

Job summary

Jones Lang LaSalle (JLL) in Warsaw, Poland, is seeking a hands-on Facilities Assistant to ensure seamless office operations and exceptional workplace experiences. You will coordinate conference room setups, manage maintenance, and oversee vendor partnerships to support events and daily workflows.

The role requires strong organizational and communication skills, technical aptitude for AV and printing equipment, and the ability to work independently in a fast-paced environment.

Qualifications

• Strong organizational and coordination skills to manage multiple vendor relationships.
• Proactive problem-solver who can anticipate needs and address facility challenges efficiently.
• Excellent communication to liaise with internal stakeholders and external service providers.
• Technical aptitude to troubleshoot audiovisual, printing, and IT-related office equipment.
• Detail-oriented mindset with high standards for office presentation and functionality.
• Ability to work independently while collaborating across teams.

Responsibilities

• Manage and coordinate conference room setups, ensuring all technical and logistical requirements are met.
• Oversee office maintenance activities and serve as the primary liaison for facility-related matters.
• Partner with vendors to manage printing solutions, troubleshoot equipment issues, and optimize document services.
• Coordinate archiving operations with archival partners, ensuring compliant storage, retrieval, and disposal processes.
• Plan and execute support for internal and external events, including preparation and distribution of materials.
• Collaborate to maintain audiovisual systems in conference rooms for optimal functionality.
• Manage office supplies procurement and PO management through multiple vendors.

Skills

Vendor management

Event coordination

Office coordination

Technical aptitude

Tools

AV equipment

Printing devices

Archiving systems

Job description

JLL empowers you to shape a brighter way. Our people at JLL 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.

Join our dynamic EMEA team as Facilities Assistant , where you'll play a vital role in ensuring seamless office operations and exceptional workplace experiences. This hands-on position offers the opportunity to manage diverse facility services, coordinate with key vendors, and support internal and external events that bring our workspace to life.

This hands-on position offers the opportunity to manage diverse facility services, coordinate with key vendors, and support internal and external events that bring our workspace to life.

You’ll be the go-to expert for conference room technology, office supplies, and archiving solutions, working across multiple service partnerships. If you thrive in a fast-paced environment and enjoy creating functional, well-organized workspaces, this role is for you.

What You’ll Do

• Manage and coordinate conference room setups, ensuring all technical and logistical requirements are met for seamless meetings and events
• Oversee office maintenance activities and serve as the primary liaison for facility-related matters
• Partner with XEROX to manage printing solutions, troubleshoot equipment issues, and optimize document services
• Coordinate archiving operations with Iron Mountain, ensuring compliant document storage, retrieval, and disposal processes
• Plan and execute support for internal and external events, including preparation, dispatch, and storage of marketing materials and promotional stands
• Collaborate with RICOH to maintain audiovisual systems in conference rooms, ensuring optimal functionality and user experience
• Manage TV signal distribution and digital signage throughout the office environment
• Oversee office supplies procurement and purchase order management through vendors such as Lyreco and MarkIT, supplementing core services provided by Sodexo

What We’re Looking For

• Strong organizational and coordination skills with the ability to manage multiple vendor relationships simultaneously
• Proactive problem-solver who can anticipate needs and address facility challenges efficiently
• Excellent communication skills to liaise effectively with internal stakeholders and external service providers
• Technical aptitude to troubleshoot and coordinate audiovisual, printing, and IT-related office equipment
• Detail-oriented mindset with a commitment to maintaining high standards in office presentation and functionality
• Ability to work independently while collaborating seamlessly across teams and departments
• Flexibility and adaptability to respond to changing priorities and last-minute event requirements
• Service-oriented approach with a focus on creating positive workplace experiences for colleagues

What You Can Expect From Us

• Competitive Rewards & Benefits – Permanent contract, private healthcare, cafeteria system, life insurance, and employee assistance program
• Flexible Work Environment – Hybrid model in premium Warsaw Spire workspace with state-of-the-art facilities and metro access
• Career Development & Growth – Robust development opportunities with 80% employee participation in structured programs, AI upskilling, and professional training
• Stability & Recognition – 78% employee recommendation rate, recognized for 18 consecutive years as one of the World's Most Ethical Companies
• Inclusive & Supportive Culture – Strong commitment to Diversity, Equity & Inclusion across multiple employee resource groups and initiatives
• Global Perspective – 60 nationalities and 40 languages represented, offering rich cultural exchange and collaboration opportunities
• Location: On-site –Warsaw, POL
• Job Tags: Hiring

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement. For additional details please see our career site pages for each country.

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 > I want to work for JLL.

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world. 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. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.