Facilities Coordinator

JLL supports the Whole You, personally and professionally.
Facilities Coordinator
Lead role in the delivery of facilities management (FM) services to the client. Single point of contact for the client and will be responsible for:
Ensuring a high level of client satisfaction, establishing, and managing the service delivery team, delivering key initiatives as well as ensuring consistency in processes, systems, and reporting
Ensuring the efficient and consistent operation of all facility activities to meet contractual obligations with respect to the scope of the work portfolio of the client throughout.
Achieving the client’s outsourcing objectives of cost savings, high quality, consistency, and risk management.
Client and Account Management
Be the single point of contact for Jones Lang LaSalle’s site service delivery and as the escalation point.
Be accountable for the service delivery to meet the contractual obligations of Jones Lang LaSalle.
Manage relationships with key stakeholders in the client’s organization.
Develop and maintain a detailed understanding of client’s business and key factors influencing their requirement for our services.
Contract Management
Ensure adherence to the contract.
Be responsible for the achievement of the key performance indicators, service levels, and other measures as contracted.
Implement and manage the change control process.
Financial Management
Be responsible for the achievement of the agreed financial targets for the account; revenue.
Look for opportunities to cross-sell services.
Responsible for collection of fees from client and tracking of outstanding payments.
Monitoring all site expenses by following the agreed budget
Implementing proper financial tracker for PO, PR, GR, and invoicing
Operations
Providing onsite support
You will be the facilities management’s trusted right hand on all facilities-related activities.
You will do this by performing routine site inspections to ensure all processes and best practices are implemented and maintained.
You’ will lend to the team by providing admin support including front desk duties, basic housekeeping, and appointment coordination. Also, part of your job scope is to hit key performance indicators and meet service-level agreements.
Meeting the clients’ facilities needs
Responsible for working closely with clients and suppliers onsite to identify their facility-related inquiries and requirements.
planning and budgeting skills will also be vital to the job, as you’ll take part in the procurement of vendors and services from time to time.
Making everyone safe and risk-free
In this role, you will ensure everyone’s health and safety by keeping safe workplace procedures in place and in order. As expected to carry out these procedures, as needed.
To follow escalation and incident reporting procedures and comply with the firm’s guidelines and strategies.
Understand the operational requirements of the elements of the site and ensure that current contracts are maintained to provide necessary supplies and services.
Build and develop effective client/stakeholder relationships across multiple levels of the organization
Carry out facility walks to upkeep the facility condition to ensure client facilities are well maintained
Ensure the cleanliness and tidiness of the office
Manage facilities requests and ensure they are tracked and duly logged
Ensure the office facilities under the scope of work are well managed
Responsible and monitor the planned preventative maintenance schedule
Coordinate with vendors, explain requirements, seek quotations, complete analysis & evaluation, prepare presentation materials, provide recommendations & arrange a work schedule
Manage all outsourced service vendors’ performance and perform regular performance meetings and review with vendors
Support client with critical out-of-hours issues & participate as a key team member in responses to emergency situations
Compile the appropriate reporting for the clients
Provide interface with client’s representative and BMO
Perform any ad hoc duties assigned by superior when required Finance Management
Assist in financial processes for the facilities management team, to ensure that all financial management requirements are completed in a timely and accurate manner
Ensure prompt and accurate management of purchase orders, as required
Responsible for invoice submission, finance reports, and tracking before the cut-off date
Environment, Health & Safety Management
Responsible for the implementation and maintain the Risk Register which identifies major property risks including occupational health and safety, fire safety, and environmental.
Take preliminary actions/steps to identify, evaluate and recommend control measures for a variety of environmental, health, and safety concerns
Perform site inspection regularly in terms of EHS
Establish and maintain the escalation and incident reporting procedures
Support the Client EHS team on the annual fire evacuation exercise with Buildin