Facility Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Facility Coordinator

Work Dynamics

What this job involves

Visitor Management / Customer Service

• Client/Stakeholder Management
• Provide superior customer service to meet on - site client’s expectations
• Ensure prompt operation of the switchboard and that all phone queries are directed to the correct client staff
• Maintain and update phone directory and phone systems as required
• Ensure that reception areas, including desk and seating areas are tidy and presentable
• Meet and greet clients promptly and contact staff member via phone to advise of guest’s arrival
• Maintain brochures and ensure literature is kept up to date and are the most current edition
• Book meeting rooms as requested
• Ensure room set-ups are in place for training, conference calls, town hall meetings, etc.
• Ensure  rooms  are  stocked  with  appropriate  supplies,  as  required  (white  board  markers, pencils, pens, notepads, etc.)
• Liaise  with  facilities  to  ensure  that  after-hours air-conditioning  and  lighting  requirements are in place for after-hours functions
• Ensure  that  Audio-Visual  services  are  in  place  and  the  necessary  preparations  have  been made and are in working order and provide assistance as required to ensure a smooth running meeting.
• Process car parking booking requests for permanent and/or casual bookings
• Issue access cards, including entering into the system and handling any relevant paperwork
• Collect and/or receive courier deliveries, receipting in register and contacting relevant staff
• Build  and  develop  effective  client  /  stakeholder  relationships  across  multiple  levels  of  the organization
• On-site key point of contact for Facilities in the client’s premises
• Fulfil any ad-hoc requests promptly and efficiently to support the facilities  or (client) business
• Ensure any faults or defects are recorded and reported to facilities  to ensure an outstanding client experience is maintained

Procurement and Vendor Management

• Ensure that all stationary, catering and supplies are maintained as required
• Assist  the  facilities in the management  and  induction  of  all  contractors  on  site  to  ensure  they perform to the required standards
• Assist in the procurement of vendors and services as required

Finance Management

• Ensure  all  invoices,  as  relate  to  the  operation  of  reception  and  mailroom  are  appropriately processed and tracked
• Assist  in  financial  processes  for  facilities  management  ,  to  ensure  that  all  financial  management requirements are completed in a timely and accurate manner
• Ensure prompt and accurate management of purchase orders in the financial system, as required

Sound like you? To apply you need to be:

A highly skilled professional

You should be a graduate in any discipline and have one to five years’ experience in front desk management or reception. Proven experience with continuous improvement initiatives and client reporting is also vital for this role. If you’re familiar with occupational safety requirements matched with strong computer literacy and the ability to manage activities using different systems, then you might be the best fit for this job.

A client service champ

A strong customer service focus is a pre-requisite of this job. Do you have unmatched people skills that can help you ease your interactions with a wide range of client staff—regardless of their level—and their demands? An outstanding multitasking talent also provides a perfect complement to your skill set.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.