Job Description: Workplace Coordinator (Facilities)
Location: London
Reports to: Regional Facilities Manager (JLL)
Position Overview
JLL is seeking an experienced Workplace Coordinator to support workplace and facilities coordination in London and other locations. This role requires a customer-focused professional who can seamlessly coordinate both hard and soft services while maintaining the highest standards of service delivery and client satisfaction.
In addition to facilities coordination, the role will also work closely with the Office Manager to support workplace operations and front-of-house activities to ensure a welcoming and well-functioning office environment.
Key Responsibilities
Customer Service Excellence
- Serve as primary point of contact for facilities-related inquiries and requests
- Maintain exceptional customer service standards, ensuring prompt and professional responses
- Build and maintain strong relationships with clients, vendors, and internal stakeholders
- Monitor service delivery performance and implement continuous improvement initiatives
- Handle escalations professionally and work toward swift resolution
Workplace / Front-of-House Support
- Greet and assist visitors, ensuring a professional and welcoming office environment.
- Manage badge access and support visitor registration where required.
- Support mail, courier deliveries, and general office logistics.
- Assist with internal events or workplace initiatives.
- Assist with meeting room setup and manage bookings.
- Monitor and restock office supplies, groceries, and other consumables as required.
Facilities Coordination
- Coordinate and oversee onsite mechanical, electrical, and plumbing (MEP) services utilising the JLL CAFM System
- Supervise regular building fabric maintenance
- Oversee maintenance and repairs of in scope assets
- Coordinate planned preventive maintenance (PPM) schedules and reactive maintenance
- Ensure compliance with health and safety regulations and building codes
- Complete regular office audits to ensure safe, comfortable & maintained environment
- Manage cleaning services, waste management, and recycling programs
- Coordinate and support food & beverage services and concierge functions
- Oversee landscaping and plant maintenance
- Manage pest control and hygiene services
- Coordinate and support as required mail and courier services
- Support workplace services and employee amenities
- Engage with landlord and manage landlord permit requirements
Multi-Site Operations
- Travel between London & Milton Keynes locations as required (London-based)
- Ensure consistent service standards across both sites
- Adapt service delivery to meet specific requirements of each location
- Coordinate resources and scheduling across multiple sites efficiently
Administration & Compliance
- Maintain accurate records and documentation for all services
- Monitor budgets and control costs while maintaining service quality
- Prepare regular reports on service performance and KPIs
- Ensure compliance with JLL standards and client requirements
- Support audit processes and regulatory inspections
Required Qualifications
Essential
3+ years of facilities management experience, preferably in commercial real estate
Strong customer service orientation with excellent communication skills
Experience managing both hard and soft FM services
Ability to work flexibly across multiple locations
Proficiency in FM software systems and Microsoft Office Suite
Understanding of health and safety regulations and compliance requirements
Valid UK driving license for travel between sites
Experience in front of house, workplace experience, or office operations roles
Preferred
IWFM (Institute of Workplace and Facilities Management) certification
IOSH (Institution of Occupational Safety and Health) qualification
Experience with JLL systems and processes
Previous multi-site facilities management experience
Budget management experience
Key Skills & Competencies
- Flexibility & Adaptability: Ability to work across different locations and adapt to varying client needs
- Problem-Solving: Strong analytical skills to identify issues and implement effective solutions
- Communication: Excellent verbal and written communication skills for stakeholder management
- Organization: Strong planning and coordination abilities to manage multiple services and locations
- Customer Focus: Commitment to delivering exceptional customer service and building relationships
- Technical Knowledge: Understanding of building systems and facilities management best practices
- Multitasking and prioritisation: Ability to manage priorities and balance facilities coordination with day-to-day workplace support tasks.
