Facilities Coordinator

Job Description:

Facilities Coordinator

MAIN PURPOSE:

• To Pro-actively support the Facility Manager and UK Hub Manager in the day to day delivery of all facility management related functions and when needed, also covering the main switchboard activities and the running of the Reception and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees.
  
  

MAIN JOB RESPONSIBILITIES:

• Ensure your work and management of your direct reports (if any), is in line with JLL Values, Expectations and Behaviours
• Respond to requests and e-mails in a timely manner
• Process invoices without delay and in deadlines, as per instruction from the Finance Department
• Raise Purchase Orders (PO’s), regularly review accruals and open PO’S and take necessary actions to successfully and without delay receipt and close or cancel all open PO’s and balances
  
  

General Responsibilities

• Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)
• Keep the site clean and tidy
• Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing
• Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them
• Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers
• Identify and implement at least 4 innovations which reduce costs or improve customer experience
• Help and achieve an average customer satisfaction survey of >85% through providing high standard services, attention to detail, identifying and implementing improvements in FM services as well as implementing of any EMEA roll out activity in timely manner
• Log, monitor and close all issues, requests, tasks and activity in our ticket monitoring system Concept
• Regularly meet with vendors and monitor their KPI’s, keep written documentation about meetings and topics discussed
• Regularly meet Client for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
• Communicate and cooperate with landlord where and when necessary and required
• Communicate in professional manner, taking the audience into account
• Mail management (incoming/outgoing)
• Preparing Meeting Rooms for Visitors and Office Employees
• Order of consumables (e.g. stationery, beverages, supplies ect.)
• Communication to Vendors and Supplier
• First contact for support to staff
• Ticketing System
• Raising PO’s and Invoicing
• Supporting Cleaning and H&S Audits
• Attending HSE Audits
• Reviewing the services provided by Reception and implementing new systems and procedures when required to improve services.
  
  

Notes:

The responsibilities set out above are not intended to be exclusive and additional duties may be agreed with the line manager from time to time. It may be necessary for employees to work on a variety of projects from time to time, which are managed by different senior managers. In such cases they will take due direction from the senior manager concerned for each individual project. The line manager is responsible for setting mutually agreed objectives, undertaking regular reviews and a formal annual performance appraisal.