Facilities Coordinator

We are looking for a Facilities Coordinator for our Integrated Facility Management business line.

If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

What this job involves:

To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To achieve financial and other SLA's and KPIs established by the Client and the Regional Operations Director and/or sub regional Account Manager. Delivery of services in accordance with the SOW's for Facilities Management, Procurement and Critical Environment.

The Facilities Coordinator must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Customer/Stakeholder Management

• Providing smooth and satisfactory customer service
• Supporting the achievement of all KPIs and SLAs defined in the contract

Operational Management

• Managing facility management services including:
• Operational reporting (KPIs and periodic performance metrics)
• Serving as point of contact for landlord and other tenants
• Developing and maintaining documentation, procedures and manuals
• Coordinating on-demand office moves within facilities team
• Daily management of the Corrigo helpdesk system for specific locations
• Budget and PO management: monthly GRs, accrual reports, etc. (JLL and client's systems)
• Conducting site inspections and assessments
• Ensuring close and constructive working relationships with all suppliers
• Monitoring all commissioned work according to time and quality specifications and ensuring corrections in case of performance deficiencies
• Supporting the coordination of repair and maintenance work for office equipment and office supply orders
• Team leader for Reception service
• Comprehensive fleet management including:
  • Processing required documentation with client and leasing companies
  • Providing driver induction and vehicle support services
  • Coordinating maintenance, repairs and courtesy car arrangements
  • Managing seasonal tire changes and related documentation
  • Processing accident reports and insurance documentation
  • Monitoring fuel invoices and maintaining fuel card records
  • Recording and updating monthly car usage reporting
  • Supporting car selection processes according to category requirements
  • Coordinating vehicle deliveries and collections
  • Providing specialized support for Director-level vehicles
  • Managing accident reporting and documentation

Administrative support including:

• Supplier Master File maintenance
• Management of external storage facility and company product distribution
• Stationery ordering and distribution
• Taxi service coordination and reporting
• Business phone management (approximately 100 SIM cards)
• Courier invoice verification
• Monthly meal ticket distribution to employees
• Document management services including:
  • Processing incoming/outgoing mail and courier services
  • Managing archive documentation according to company requirements
  • Supporting external commissions (banking, postal services, ad-hoc purchases)
• Enhanced financial responsibilities:
  • Preparing and managing annual OPEX FM budgets for JLL and client vendors
  • Processing PO setup/requests in client financial system
  • Creating and managing GRs in client's financial systems
  • Supporting vendor invoice management and cost center allocation
  • Managing client vendor master file
• Meeting room management:
  • Ensuring appropriate setup and layout for meetings and events
  • Coordinating technology and catering needs for company events
  • Performing regular checks of meeting rooms throughout the day
• Waste management and recycling:
  • Ensuring proper document shredding and waste segregation
  • Supporting client's Green policy implementation
  • Coordinating collection of special waste items (toners, etc.)

Environmental, Health & Safety responsibilities:

• Participating in the Emergency Team and coordinating fire drills
• Ensuring compliance with client GRMS & legislation
• Compiling monthly OH&S reports (client/3rd party data)
• Supporting sustainability initiatives to reduce energy, water and waste
• Participating in GREENiQ Programme and AER data collection
• Conducting regular audits
• Ensuring compliance with JLL regulations, legal requirements, and customer guidelines for all services commissioned by JLL

Job Profile

• Initial professional experience in facilities management or a comparable professional environment
• Strong customer and service orientation
• Problem-solving skills
• Planning and organizational skills
• Confident oral and written communication skills
• Proficient use of Microsoft Office tools
• Italian and English proficiency (spoken and written)

Our Offer

• International working environment
• An attractive salary
• Opportunities for advancement and development
• Lots of interaction with your customers and experienced colleagues
• The security of a large company and long-term cooperation