Facilities Coordinator

Facilities Coordinator will be responsible for providing the support to FM team, coordinating FM activities, administration, mail room administration, supervision and front office duties in accordance with company policies, procedures and processes. Essential Duties and Responsibilities: Promotes high level of satisfaction among client users by promptly responding to their service requirements. Assures prompt response by other team members and selected contractors through dispatch, voice mail and/or other direct contact. Carries out administrative duties to support assigned site and buildings to support the Account Lead. Managing purchases of office supplies, hygienic consumables and equipment for use at managed office buildings. Supporting FM team in all administrative and finance activities related to collecting offers, raising POs, processing invoices. Ensure that a programme of regular management reports are completed accurately and comprehensively to track operational and financial performance. Reports include Savings Tracker, monthly Outlook Variance reporting and monthly outlook forecast reporting. Identify opportunities for process improvement and savings, ensure outlook process is followed monthly. Provide accurate monthly reporting, to include accurate accruals and variance analysis within the timeframes set by the Finance Manager. Ensure that PO’s are raised and received in a timely manner. Assist the FM team with the development of the property budgets and forecasts in accordance with the financial timetable. Responsible for FM costs management and tracking of outstanding payments. Mail Room Office Management activities coordination Communication with JLL FM team and client (Security, Business Units, etc.) The role will have functional accountability for the Client Site and the jobholder is responsible for all aspects of client and tenant satisfaction. Promotes a team working environment by performing the prescribed duties personally or in conjunction with other members of the FM team, including service provider personnel. Ensures compliance with the Jones Lang LaSalle Best Practice, policies and procedures. Implements Best Practices and Jones Lang LaSalle standards for FM service provision. Acts as go-to person in relation to all FM activities on site ensuring potential roadblocks are identified and removed Act as primary contact for assigned site’s contractors and vendors. Ensure that all PM WO and all other WO are recorded/closed in Corrigo on time Responsible for handling of incoming and outgoing calls including distribution. Making sure to demonstrate professional and polite responses in email/telephone responses. Ensure compliance of regulations / requirements of JLL management. Assist in utilization of conference rooms. Managing meeting room booking process for special conference zones. Responsible for stationery and office supply management. Responsible for visitor seat assignment. Responsible for event support. Managing and coordinating catering services during events/VIP visits/customer visits/important meetings Provide assistance to the Team as required To act as a back-up to Team in case of emergency / requirement Assist in the preparation of Daily reports, Weekly Report and Monthly Management Report Make tours of all of the assigned office buildings and grounds at an appropriate frequency. Weekly and Monthly. To be available outside of normal operating hours to resolve emergencies as fast as possible in a professional way. Assure compliance with Best Practice documents with the assistance of the SFM. Assure compliance with Jones Lang LaSalle policies, procedures and standard practices. Know, understand and set an example relative to the policies within the Jones Lang LaSalle Personnel Handbook. Meet monthly with specific Service Providers to review performance metrics, budget alignment and pan-account issues for feedback to the Senior Facilities Manager. To assist with the delivery of the Annual Occupancy Survey according to the NCR schedule. Compliance with service provision as detailed in the contract. Compliance with the Health and Safety responsibilities. High Customer Satisfaction rating as measured in regular surveys. Compliance with Best Practice documentation. Pursue continuous improvement. Languages: Must be fluent in English. Knowledge of assigned post local language would be an advantage. Excellent Organisational Skills Required. Excellent PC skills, proficient in Microsoft Word and Excel. Interest in continuous improvement and development of new technologies. Other potential ad-hoc work assigned by line manager or client Other duties as assigned by superiors