Facilities Operations Coordinator

hace 3 semanas

Madrid, Madrid, España Jones Lang Lasalle Incorporated A tiempo completo
Job Summary

The Facilities Coordinator will be responsible for assisting with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of materials, equipment, and supplies, occupancy services, and helpdesk. This role will also provide administrative support where required.

Key Responsibilities
  • Provide hospitality and support for guests, visitors, and employees at client locations.
  • Resolve problems associated with all building services, including janitorial, conference rooms, workstations, interior and exterior furnishings, fixtures, and equipment, printers, and meal/snack service.
  • Assist with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA).
  • Work with internal departments, such as IT, Security, Kitchen, and Real Estate, to ensure all works within the office are completed to a high standard.
  • Take ownership of the CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs).
  • Convert requests outside of CMMS systems into tickets that can be tracked and resolved.
  • Complete detailed inspections to discover all issues and assign tickets.
  • Ensure facilities are compliant with local building, health, safety, and fire codes and regulations, reporting any issues immediately through the appropriate channels.
  • Create and implement site operational rules and standard operating procedures.
  • Identify opportunities for improved operational standards.
  • Proactively find improvements and follow through on a plan to complete.
  • Complete short and long-term projects for the client.
  • Ensure all work completed stays within the client's budget.
  • Identify cost-saving ideas on a monthly basis.
  • Coordinate special events in support of the client or JLL.
  • Pick-up, drop-off, prepare postage/labels.
  • Support the client event team with coordinating JLL onsite vendors to set up events.
  • Coordinate with the relevant client teams to set up co-location spaces.
  • Manage office supplies and reorder stock as required.
Requirements
  • Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
  • Support tracking all site-relevant actual spends vs. budget.
  • Ensure prompt and accurate management of purchase orders.
  • Raise and receipt purchase orders in Ariba or other systems as required.
  • Conduct regular audits to ensure safety procedures on site are in place and working.
  • Ensure all records are kept up to date in relevant locations.
  • Ensure H&S Roles and Responsibilities for the account are understood and in place on site.
  • Assist in carrying out safety procedures when needed.
  • Report on JLL H&S platforms as required.
  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works).
  • Work with suppliers to develop a one-team approach to managing services and report any issues to JLL management.
  • Assist in the procurement of vendors and services as required.
  • Develop and maintain strong and healthy relationships with the client and key stakeholders.
  • Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction.
  • Complete all reports at their scheduled intervals (monthly, quarterly, annual) and provide analysis that contributes to continuous improvement.
  • Accomplish Key Performance Indicators (KPIs) as identified by the Account Lead.
  • Ensure compliance with JLL minimum audit standards.
  • Update facilities-related information as requested.
  • Perform other duties as assigned by the Account Lead/Real Estate.
  • Identify any innovations and best practices that can support the account.
  • Contribute to the JLL H&S standards and work within the agreed H&S roles and responsibilities.
Requirements
  • Demonstrate a proactive and professional approach to customer service and stakeholder engagement.
  • Ability to interact with a wide range of client staff, including senior levels.
  • Customer service-oriented attitude.
Location

On-site – Madrid, ESP

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