Facility Coordinator

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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.

What this job involves:

Role Summary: The Facilities Coordinator will assist with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of materials, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support where required.

Workplace Management • Provides hospitality and support for guests, visitors, and employees at client location • Resolves problems associated with all building services including janitorial, conference rooms, workstations as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service • Assists with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA) • Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all work within the office is completed to a high standard • Takes ownership for the CMMS systems to manage tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs) • Converts requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved • Completes detailed inspections to discover all issues and assign tickets • Ensures that facilities are compliant with local building, health, safety, and fire codes and regulations, reports any issues immediately through the appropriate channels • Creates and implements site operational rules and standard operating procedures • Identifies opportunities for improved operational standards • Is proactive in finding improvements and following through on a plan to complete them • Completes short and long-term projects for the client • Ensures all work completed stays within the client’s budget • Identifies cost-saving ideas on a monthly basis • Coordinates special events in support of client or JLL • Handles pick-up, drop-off, and preparation of postage/labels • Supports the client event team with coordinating JLL onsite vendors to set up events • Coordinates with the relevant client teams to set up co-location spaces • Manages office supplies and reorders stock as required

Finance Management • Assists in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner • Supports tracking of all site-relevant actual spending vs. budget • Ensures prompt and accurate management of purchase orders • Handles raising and receipting of purchase orders in Ariba or other systems as required

Health & Safety Management • Conducts regular audits to ensure safety procedures on site are in place and working • Ensures all records are kept up to date in relevant locations • Ensures H&S Roles and Responsibilities for the account are understood and in place on site • Assists in carrying out safety procedures when needed • Reports on JLL H&S platforms as required

Vendor and Supplier Management • Assists in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ work) • Works with suppliers to develop a one-team approach to managing services and reports any issues to JLL management • Assists in the procurement of vendors and services as required

Account Performance • Develops and maintains strong and healthy relationships with the client and key stakeholders • Ensures client satisfaction with delivery of facility management services and provides a lead role in monitoring and increasing customer satisfaction • Completes all reports at their scheduled intervals (monthly, quarterly, annual) and provides analysis that contributes to continuous improvement • Accomplishes Key Performance Indicators (KPIs) as identified by the Account Lead • Ensures compliance with JLL minimum audit standards • Updates facilities-related information as requested • Performs other duties as assigned by the Account Lead / Real Estate • Identifies any innovations and best practices that can support the account • Contributes to the JLL H&S standards and works within the agreed H&S roles and responsibilities

Client Focus & Relationship Management • Demonstrates proactive & professional approach to customer service and stakeholder engagement • Shows ability to interact with a wide range of client staff, including senior levels • Maintains a customer service-oriented attitude

Location: Gallarate

Riassunto del ruolo: Il/La Coordinatore/Coordinatrice Facility assisterà nelle attività operative di contabilità e finanza, manutenzione e operazioni, supervisione fornitori, acquisto di materiali, attrezzature e forniture, servizi per l’occupancy e helpdesk. Il/La Coordinatore/Coordinatrice Facility dovrà inoltre fornire supporto amministrativo quando richiesto.

Gestione degli Spazi di Lavoro • Fornisce ospitalità e supporto per ospiti, visitatori e dipendenti presso la sede del cliente • Risolve problemi associati a tutti i servizi dell’edificio inclusi pulizie, sale conferenze, postazioni di lavoro così come arredi, attrezzature e impianti interni ed esterni, stampanti e servizio pasti/snack • Assiste nel coordinamento e pianificazione delle attività di manutenzione per garantire il completamento entro il Service Level Agreement (SLA) definito • Collabora con tutti i dipartimenti interni come IT, Sicurezza, Cucina, Real Estate per garantire che tutti i lavori negli uffici siano completati secondo elevati standard • Si assume la responsabilità dei sistemi CMMS per gestire i ticket e garantire che tutte le problematiche siano risolte entro i Service Level Agreement (SLA) definiti • Converte le richieste al di fuori dei sistemi CMMS (telefonate, messaggi, email, ecc.) in ticket che possano essere tracciati e risolti • Completa ispezioni dettagliate per individuare tutte le problematiche e assegnare ticket • Garantisce che le strutture siano conformi ai codici e regolamenti locali per edilizia, salute, sicurezza e antincendio, segnalando immediatamente eventuali problemi attraverso i canali appropriati • Crea e implementa regole operative del sito e procedure operative standard • Identifica opportunità per migliorare gli standard operativi • È proattivo/a nel trovare miglioramenti e nel portare a termine un piano per completarli • Completa progetti a breve e lungo termine per il cliente • Garantisce che tutto il lavoro completato rimanga entro il budget del cliente • Identifica idee per il risparmio sui costi su base mensile • Coordina eventi speciali a supporto del cliente o di JLL • Ritiro, consegna, preparazione di spedizioni/etichette • Supporta il team eventi del cliente nel coordinare i fornitori JLL in loco per l’allestimento eventi • Coordina con i team clienti pertinenti per allestire spazi di co-location • Gestisce le forniture per ufficio e riordina le scorte quando necessario

Gestione Finanziaria • Assiste nei processi finanziari per garantire che tutti i requisiti di gestione finanziaria siano completati in modo tempestivo e accurato • Supporta nel tracciamento di tutte le spese effettive rilevanti per il sito vs. budget • Garantisce una gestione tempestiva e accurata degli ordini di acquisto • Emissione e ricezione di ordini di acquisto in Ariba o altri sistemi come richiesto

Gestione Salute e Sicurezza • Conduce audit regolari per garantire che le procedure di sicurezza in loco siano implementate e funzionanti • Garantisce che tutti i registri siano aggiornati nelle posizioni pertinenti • Garantisce che i Ruoli e le Responsabilità H&S per l’account siano compresi e implementati in loco • Assiste nell’esecuzione delle procedure di sicurezza quando necessario • Reportistica sulle piattaforme H&S di JLL come richiesto

Gestione Fornitori e Supplier • Assiste nella gestione di tutti gli appaltatori in loco per garantire che performino secondo gli standard richiesti (inclusa l’ispezione dei lavori dei fornitori) • Lavora con i fornitori per sviluppare un approccio di squadra unica nella gestione dei servizi e segnala eventuali problemi al management JLL • Assiste nell’approvvigionamento di fornitori e servizi come richiesto

Performance dell’Account • Sviluppa e mantiene relazioni solide e sane con il cliente e i key stakeholder • Garantisce la soddisfazione del cliente con la consegna dei servizi di facility management e fornisce un ruolo guida nel monitoraggio e nell’aumento della soddisfazione del cliente • Completa tutti i report nei loro intervalli programmati (mensile, trimestrale, annuale) e fornisce analisi che contribuiscono al miglioramento continuo • Raggiunge i Key Performance Indicator (KPI) identificati dall’Account Lead • Garantisce la conformità agli standard minimi di audit JLL • Aggiorna le informazioni relative alle strutture come richiesto • Altri compiti assegnati dall’Account Lead / Real Estate • Identifica eventuali innovazioni e best practice che possano supportare l’account • Contribuisce agli standard H&S di JLL e lavora entro i ruoli e le responsabilità H&S concordati

Focus Cliente e Gestione delle Relazioni • Dimostra un approccio proattivo e professionale al servizio clienti e al coinvolgimento degli stakeholder • Capacità di interagire con un’ampia gamma di personale cliente, inclusi i livelli senior • Ha un atteggiamento orientato al servizio clienti

Sede: Gallarate

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Location:

On-site –Milano, ITA

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!

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