Workplace Coordinator

JLL•London, England, UK

fulltime

Management and Manufacturing

0+ years

About the role

Workplace Management What This Job Involves The Workplace 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.

What Your Day Will Look Like

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 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
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
Maintain premises in neat and good working condition at all times
Liaising with other teams to provide a consistent and seamless experience to all location end users.
Support location leads with local events within the assigned event spaces and areas
Support and manage catering requests for events
Support and maintain an accurate Space Planning overview for the client occupied space
Assist the wider CRE Team with remote Client Remote sites

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 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

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About JLL

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