Job Summary:
The EMEA Project Coordinator will be the support for BlackRock, assisting in the delivery of all Moves, Adds & Changes (MAC) related projects to client sites across the EMEA portfolio.
Reporting to the EMEA Technical Project Manager, the role of the EMEA Project Coordinator will be to support the coordination and logistics of occupancy and people/desks movements, deliver broad MAC programs and projects delivering key initiatives for the client, with detailed planning, co-ordination, communication, and execution whilst also supporting the wider facilities team in its day-to-day operations, when and if workload permits
Engage with the local teams and vendors supporting the local offices with the logistics of the moves and projects
What this Job Involves:
Build and maintain effective lines of communication with Client/JLL/Vendors to ensure effective and timely decision making and on time delivery of MACs
Prepare and maintain specific reports and trackers
Support the management of dependencies with all teams and ensure resource requirements are met
To support across all parties and input into transparent, factual visibility and communication of progress and points of escalation to key stakeholders
Maintain discretion and confidentiality with regards to all discussed MAC plans and dealings
Work closely with and supporting the JLL EMEA Technical Project Manager in coordinating all reporting documents for the assessment of MAC’s, including tracking of Feasibility Reports, Costings and MAC Packages
Seek to continuously improve processes, systems, and overall client satisfaction
Work closely with the JLL EMEA Technical Project Manager teams on the planning of future operations and portfolio management
On receipt of MAC Scope & Drawings, capture details, record on the relevant systems, track progress including due dates and all costs for all workstreams
Support EMEA Technical Project Manager team in scoping, defining, planning, and executing of Programs and projects ensuring that all assumptions are validated and quantified
On receipt of cost approval (purchase order) raise relevant orders for specialist vendors
Prepare for the regular MAC meetings with all teams by regularly chasing outstanding actions
Take accurate meeting minutes and attendance records and circulate
Input and manage MACs on computerised maintenance management system (Corrigo), a key tracking and reporting platform
Manage access and security arrangements for vendors
Track all occupancy changes (desk swap, office layout changes), permanently maintain precise records
Communicate clearly and professionally with all parties, manage general queries, clarify concerns, and identify solutions
Compile specific and accurate MAC Weekly reports and trackers and handover documents on completion of projects
Supporting the management of MACs within the CDM process through preparation and submission of documentation and accurately filing for audits
Health & Safety Management:
Proactively promote a “Safety First” culture in line with the JLL Cardinal Rules of Safety are adhered to
To ensure that all employees are aware of Hygiene, Health and Safety policies and procedures and Fire Regulations
Compliance with in-country legislation across the regional offices
To record and report all accidents within the location adhering to location and company procedures
To ensure all equipment is well maintained and is in good working order
To ensure that all company procedures and work instructions are fully understood and practised by all employees
Working Life:
The role will operate across the EMEA portfolio
The main business language spoken is English
The role will report to the EMEA Technical Project Manager
The role will operate over a 5-day week, Monday to Friday
On occasion there will be a requirement to work weekends or public holidays, this will be arranged in advance
There may be a requirement to travel
Desired Skills & Experience
Ability to work independently and within a team dynamic, managing multiple priorities and deadlines.
Strong and proven analytical, statistical reporting and forecasting skills
Good problem-solving skills
Ability to read and analyze drawings, plans, schedules, schematics
Awareness of EHS
Excellent written & verbal communication skills, and proficient with the use of Microsoft Office tools and Smartsheets
Client facing experience in a quality driven environment
Exposure within a global corporate organization
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