Facilities Coordinator

JLL - New York, NY

Position Summary:

OVERVIEW
Provide administrative support to the Facility Management Team including, but not limited to correspondence, budget analysis, records inventory and arranging meetings.
 
ESSENTIAL FUNCTIONS

  • Provide general overall facility management services including continuous monitoring of office/facility
  • Prepare and review reports for accuracy.
  • Process invoices for payment.
  • Update databases.
  • Support work order dispatch as necessary.
  • Maintain employee time cards and attendance records as needed.
  • Coordinate special projects as assigned.
  • Act as an interface with client, visitors and guests.
  • Assist Facility Management Team with tactical planning for the account facilities team’s goals and objectives.
  • Develop Standard Operating Procedures (SOP’s) for assigned tasks and typical responsibilities.
  • Provide facility specific assistance to the project management team as needed or requested.
  • Manage & maintain facilities management tasks as assigned.
  • Coordinate special events in support of client or Jones Lang LaSalle.
  • Coordinate support for meetings and conference room reservations, as needed and directed.
  • Ensure appropriate action plans and follow up with customers.
  • Seek to continuously improve processes, systems and overall client satisfaction.
  • Assist with budgetary requests, analysis and reporting.
  • Assist with researching, analyzing and reporting budget variances.
  • Work with team members to identify and respond to any financial or budgeting related issues.
  • Help support facility specific cost savings targets to contribute to the account achieving significant savings.
  • Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
  • Support requests associated with Jones Lang LaSalle Management, Operations Management and Financial audits. For Owned and Leased facilities, Coordinate & manage facility maintenance and repair services with building/property management or third party service providers/vendors.
  • Assist in the development of contracts Scope of Work.
  • Assist in the creation of Requests for Proposals (RFP’s) to solicit pricing from multiple vendors.
  • Solicit pricing from multiple vendors.
  • Draft contract(s) for facilities related services for assigned sites.
  • Manage contracted services to see that they are adequately performed per the agreed Scope of Work.
  • Manage the vendor’s Certificates of Insurance, ensure compliance with Client guidelines, JLL standards and Ownership requirements.
  • Assist with the coordination and scheduling of maintenance activities.
  • Provide 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.
  • Assist with receiving and dispatching of work requests to technical staff, vendors or other services providers.
  • Resolve problems associated with all building services including but not limited to: janitorial, maintenance parking and meeting/conference room set-ups.
  • Implement preventive, ongoing and anticipated non-mechanical maintenance programs.
 
KNOWLEDGE, SKILLS, AND ABILITIES
  • Demonstrate leadership, responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.
  • Read and understand the applicable Service Level Agreements of the Management Agreement, help achieve the Key Performance Indicators and favorable scores on the client satisfaction surveys.
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  56562BR
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Posted: 30+ days ago

About JLL


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JLL is a financial and professional services firm that specializes in commercial real estate services and investment man... more

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