Facilities Operations Coordinator

hace 3 semanas

Madrid, Madrid, España Jll A tiempo completo
Job Summary

The Facilities Coordinator will play a key role in ensuring the smooth operation of our facilities, providing administrative support and assisting with various tasks related to maintenance, operations, and vendor management.

Key Responsibilities
  • Assist with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of materials, equipment, and supplies, occupancy services, and helpdesk.
  • Provide administrative support where required.
  • 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 all 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 (phone calls, text, email, etc.) into tickets that can be tracked and resolved.
  • Complete detailed inspections to discover all issues and assign tickets.
  • Ensure that 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.
  • 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.
Health & Safety Management
  • 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.
Vendor and Supplier Management
  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works).
  • Work with our 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.
Account Performance
  • 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.
Client Focus & Relationship Management
  • 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.
  • Has a customer service-oriented attitude.

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