Facilities Coordinator

• Job Description

Job Description Facility Coordinator Position Summary: Provide administrative support to the Facility Management Team including, but not limited to correspondence, budget analysis, records inventory, HSSE and Diversity and Inclusion Communication, COVID Supply Management and arranging meetings. Contract/COI management, Contract RFP’s/Bidding, Prepare various reporting. Review various 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.

Essential Functions: Provide general overall facility management services including continuous monitoring of office/facility • 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 company 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 rooms set-ups. • Implement preventive, ongoing and anticipated non-mechanical maintenance programs.

Required Knowledge, Skills and Abilities (KSA) • 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.

On-site Position