Facilities Coordinator

WE'RE HIRING! - Facilities Coordinator

JOB TITLE: Facilities Coordinator

REPORTS INTO: Senior Facilities Manager

ABOUT THE ROLE:

A multi-disciplinary Facilities Management role responsible for the delivery of contracted services within the client site.

The Facilities Coordinator will be responsible for delivering an exceptional client service, contract delivery, management of all hard and soft services, financial management, and act as ambassador of the JLL team on site.

KEY RESPONSIBILITIES:

1. Day-to-day site management activities including site functionality, escalation management, planning and Client satisfaction.
2. Managing Building Management Systems, creating and managing Preventative Planned Maintenance schedules, using and monitoring relevant task systems, Environmental Health and Safety and Quality Compliance, etc. as required.
3. Collecting and monitoring the Operation and Maintenance Manual, warranties, Asset and Life Cycle Registers, and whatever else is required to ensure maintenance is delivered at the required times.
4. Ensuring compliance with JLL and Client policies, and procedures including statutory compliance and standard operating procedures.
5. Managing budget and spend ensuring alignment with JLL and Client policies and procedure, including creating Purchase Orders, processing invoices, managing service charges, rates, rent, insurance, local taxes as applicable to the site.
6. Delivery or delegation of service requests to ensure all requests are actioned within the agreed timeframe meeting Key Performance Indicators and Service Level Agreements.
7. Ensuring office housekeeping and cleanliness is delivered to the highest standard, working closely with cleaning vendors, monitoring works and conducting audits.
8. Responding to all facilities projects, fitouts and crisis management activities on site.
9. Ensuring timely project solutions are made, risks are identified, and lessons learned, documented and shared.
10. Building relationships with both internal and external customers including the building landlord, partners and vendors to ensure the best Client experience.
11. Communicating efficiently to keep the Client and management team informed of any elevated risks or events, as necessary.
12. Giving leadership, direction and mentoring the JLL team and vendors on site to promote engagement and excellent customer experience delivery.
13. Working in accordance with health and safety measures and promoting best practice amongst colleagues, contractors and vendors at all times.
14. Conducting risk assessments and following safety protocols.
15. Managing and reviewing health and safety documentation to ensure compliance and safety on site.
16. Managing the Facilities team (if applicable), managing team’s objectives, goals and growth.

WORKING LIFE:

• On a daily basis you will be working across a large site.

• The main business language spoken in our offices is English.

• On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota.

• The role will be structured on a shift basis over a 5-day week.

ABOUT YOU:

1. You are keen to develop within the workplace, spending time supporting a multi-disciplinary team gaining knowledge and expertise.
2. You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service.
3. You are open and have good communication skills.
4. You strive for excellence in what you do and share ideas for improvement.
5. You are familiar with computer equipment and programs (Word, Excel and Outlook).
6. You are adaptable to work to requests and projects that may vary from day to day.

Location:

On-site – Warwickshire, GBR