Facility Coordinator

Summary:

The Facility Coordinator position is responsible for systems administration of a maintenance management system, reporting, and facilities support for a distributed retail portfolio. Primary duties will include working with the Facility Management team to handle routine facility related operations, including creating, managing, and verifying work orders, managing and clearing work order flags, and proficient management / coordination of and with maintenance technicians and 3rd party providers.

Primary Facilities Responsibilities:

• Using industry and client best practices, plans, schedules, coordinates and assigned all frequency and work type maintenance activities for group or team of responsibility
• Communicate KPI and SLA requirements to in a timely way and partner to identify service delivery improvements and savings; manage third-party contractors/vendors with respect to work order completion
• Oversee daily work order review; follow up on work orders to ensure successful service delivery and customer experience
• Schedule and manage vendor performance of all Preventative and Recurring Maintenance activities for assigned properties
• Assist in meeting or exceeding Site KPIs
• Maintains liaison with facilities technicians and other management regarding work execution, necessity of altering schedules and manpower status
• Manage and maintain facility management tasks as assigned

Communication and Relationship Coordination

• Cultivate and maintain a positive working relationship with client representatives and service providers at each assigned property. Provide accurate and prompt assistance to all customer inquiries and requests with a commitment to maintain a spirit of hospitality
• Act as an interface with the client / sites remotely
• Ensure appropriate and prompt follow up with customers, technicians, and vendors
• Interface with Vendors including providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption. Provide Vendor Coaching on Corrigo.

Systems Administrator Duties

• Responsible for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives
• Manage the JLL Corrigo work order process, systems and associated data continuity, as it specifically relates to central and facility management/reporting and maximizing Corrigo capability
• Manage operations to mitigate operational risk
• Support the development and production of monthly, quarterly, annual, and ad-hoc account reporting. Reports include work order activity, scheduled maintenance, service level compliance, labor reporting, project reporting, incident reporting and training

Knowledge, Skills & Abilities

• Undergraduate degree preferred, or equivalent experience
• 3-4+ years’ experience with facilities management and managing CMMS / work order applications
• Superior customer service skills and a strong orientation to provide exceptional JLL customer experience
• Ability to maintain professionalism under stressful situations
• Ability to plan and manage work under time constraints
• Ability to multitask and work without direct supervision
• Proficient in MS Office, and possess strong written, verbal and people skills
• Strong organizational skills and collaborative style
• Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports
• Must be willing to be on call on a rotating schedule on nights/weekends and holidays to answer emergency related calls from stores and technicians.