Facilities Coordinator

JLL empowers you to shape a brighter way .

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Facilities Coordinator

Location: Dublin

Company Overview:

JLL (Jones Lang LaSalle) is a leading professional services firm specializing in commercial real estate and investment management. With a global presence in over 80 countries, we provide comprehensive services and solutions to help our clients achieve their real estate goals.

Job Overview:

We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our client's facilities. In this role, the facilities coordinator is responsible for assisting in the management and coordination of facility operations and maintenance activities. This includes overseeing the implementation of the Integrated Facilities Management (IFM) program, ensuring compliance with legal requirements, managing service contractors, and providing support for various facility-related tasks.

Responsibilities:

Facilities Management:

• Coordinate maintenance and repair activities, liaising with contractors and service providers
• Monitor building systems (HVAC, lighting, security) and report issues promptly
• Oversee cleaning services and maintain cleanliness standards
• Manage office supplies inventory and place orders as needed
• Conduct regular facility inspections and risk assessments
• Assist in implementing health and safety policies and procedures
• Coordinate space planning and office moves

Mailroom Operations:

• Manage incoming and outgoing mail, including sorting, distributing, and dispatching
• Operate and maintain mailroom equipment
• Coordinate courier services and track packages
• Maintain accurate records of mail and package deliveries
• Ensure compliance with postal regulations and company policies

Event Management:

• Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings
• Manage event spaces, including set-up and breakdown
• Liaise with catering services and other vendors for event requirements
• Assist with AV equipment setup and troubleshooting for presentations
• Maintain an events calendar and manage bookings for meeting rooms and event spaces

General Administration:

• Serve as the first point of contact for facilities-related queries and issues
• Maintain accurate records and documentation for facilities, mailroom, and events activities
• Prepare regular reports on facilities operations, mailroom metrics, and event activities
• Assist in developing and implementing facilities policies and procedures
• Support budget preparation and monitor expenses for assigned areas
• Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors
• Conduct periodic vendor performance reviews

Mobile Support for London and Oslo:

Provide remote assistance and coordination for facilities-related matters in our clients London and Oslo offices as needed. This may include troubleshooting issues via phone or video conferencing, coordinating with local service providers, and ensuring consistent facility management practices across locations. Occasionally, travel to these locations may be required to provide on-site support, conduct facility assessments, or assist with special projects. Familiarity with international facility management practices and the ability to work across different time zones is beneficial for this aspect of the role.

Requirements:

• Proven experience in facilities or property management, preferably in an integrated facilities management setting.
• Familiarity with relevant legal requirements, codes, and regulations governing facility operations.
• Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Proficiency in using computerized maintenance management systems (CMMS) and other facility management software.
• Knowledge of budgeting and financial management principles within a facilities context.
• Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills.

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For additional details please see our career site pages for each country.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at accomodationrequest@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.