Operations Coordinator (Reporting)

JLL - New York, NY

Position Summary:

SUMMARY
The Operations Coordinator (Reporting) maintains external communications with onsite clients concerning all facilities management and event requests. The Operations Coordinator (Reporting) is also responsible updating and tracking internal database system for facilities management requests. Operations Coordinator is responsible for tracking data trends from numerous sources to create cohesive reports.
 
Qualified Candidates for this position should have significant experience with database management, analysis, and reporting. Strong computer and technical skills are required. Candidates must also demonstrate excellent customer service ability, attention to detail, and strong hospitality skills.
 
ESSENTIAL FUNCTIONS
GENERAL

• Manage work tickets queue for facilities related items
• Respond to tickets, resolving issues, hiring outside vendors as needed.
• Reporting on performance, ticketing trends, etc.
• Reporting on space utilization and capacity planning
• Assists management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
• Assists with budgetary requests
• Works with team members to identify and respond to any financial or budgeting related issues
• Helps support facility specific cost savings targets to contribute to the account achieving significant savings
• Supports requests associated with Jones Lang LaSalle Management, Operations audits
• Provides support for guests, visitors and employees at client locations
• Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
• Resolves problems associated with all building services including: janitorial, parking, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment. 
• Coordinates special events in support of client or Jones Lang LaSalle
• Assists management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
• Provides support for meetings and conference room reservations, as needed and directed
• Assists with the coordination and scheduling of maintenance activities
• Helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
• Ensures appropriate follow up with customers
• Seeks to continuously improve processes, systems and overall client satisfaction
• Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed
• Inventory and stocking of Office Supplies
• Coordinate Vendor Services
• Directs seating assignments, new hire set ups, exits (e.g., facilitates new hire process by coordinating with team leads, updates appropriate employee databases, providing welcome material and badge assignment)
• Assist internal visitors
• Maintain positive environment

SITE AUDITS

• Assists with Monthly Site Audits
• Site Inspection Reports
• Safety Equipment Reports
• Seat Assignments Reports
• Repairs and Maintenance Reports
• Vendor Audits (Janitorial, HVAC)

SPACE PLANNING

• Coordinate with leads on team growth and workstation needs
• Update MAC programs weekly

SECURITY AND SAFETY

• BET and Safety programs
• Distribute and or update employee/contractor badge.
• Retrieve badges from exited employees and return to main office.
• Manage temp badge log and supply levels.

DISTRIBUTION

• Distributes documents, publications, and signage for the office
• Manages Web Page
• Ad hoc signage around the office
• Helps remote teams display signage (open enrollment, other programs)

PROJECTS AND IMPROVEMENTS

• Helping coordinate vendor access to space
• Checking out badges for vendors
• FDOB Set Up (First Day of Business)

 
EDUCATION AND EXPERIENCE

• High School diploma
• Undergraduate degree, preferred.
• 1 – 2 years Facility Management experience, preferred

 
KNOWLEDGE, SKILLS, AND ABILITIES

• Superior customer service skills and orientation
• Ability to maintain professionalism at all times under stressful situations
• Ability to plan and manage work under time constraints

Start a lasting career with JLL today!
Total Rewards reflects JLL’s investment in employees’ needs and preferences in Career, Recognition, Well-being, Benefits and Pay.  We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online.   All resumes MUST BE submitted via our web site. Please reference Job  49156BR
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Posted: 30+ days ago

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