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.   

The Facilities Co-ordinator role will support the on-site delivery of operations. Reporting into the Regional Facilities Manager and ensure successful contract delivery. The role will involve being a member of the JLL Facilities Team with responsibility for the Customer Experience and all Facilities Services. This includes regular touchpoints with the onsite customer stakeholder, coordination with the landlord team, site finances, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

You will perform a highly integrated role embracing both Client and JLL Culture from the high spec and beautiful designed local office

Further you will be representing both companies as a ‘Culture Champion’ for the Workplace team. We are looking for a highly personable, engaging and ambitious individual who prides themselves on taking a pro-active approach and ownership of complex scenarios.

What this job involves

Site Operations Management

• Provides an excellent customer experience for all end customers, being confident, courteous, and collaborative, providing thoughtful services by being Authentic, caring, and timely.
• Via regular touchpoints, develops a close working relationship with Client Key Stakeholders, Landlord, Managing Agents, and all the FM vendors to ensure that they fully understand the Client culture and become partners in delivering a high-quality service
• Communicates in an open, honest, transparent manner always with the ability to tailor the message to specific audience and their needs.
• Supports Events, Set Up Requests, Amenities, On site Activities & Concierge Services and relevant service providers locally.
• Supports the catering delivery on site (facilitate access to site and delivery of goods, update and shares menus weekly with the office, visitor management and list keeping, information circulation with supplier, event ticket management…)
• Monitors and ensures office housekeeping and engineering services are delivered to highest standards and that incoming and outgoing post is managed in a timely efficient and customer orientated fashion in alignment with shipping procedures.
• Manages work orders on applicable CMMS by looking ahead to upcoming deadlines and due dates.
• Acts as go-to person in relation to all facilities/project/fit out/crisis management activities on site ensuring prompt escalation to line manager and timely solutions identified with the removal of potential roadblocks.
• Ensure direct line manager is fully informed about operational updates, processes, and local site objectives and vendor performance.
• Meet or exceeds site Key Performance Indicators (KPI’s); monitor Service Level Agreements (SLA’s) monthly to identify potential challenges and plan corrective actions accordingly.
• Conducts site inspections and assessments to ensure all building procedures and performance measures are always maintained (EHS, General Purposes)
• Upholds the highest standards and changes processes and procedures to improve building and facilities management as directed by line manager.
• Has ability to address minor technical repairs and is first point of contact relating to onsite issues including out of hours escalations.
• Ensures procedural standards manual (SOPs) are kept up to date (reviewed annually) and adhered to.
• Is aware of all projects which are happening that may have an impact on operational delivery, contract, or client risk.
• Leads by example and is confident in interactions, with senior client stakeholders and JLL team on site to promote engagement and excellence in customer services and delivery.
• Contributes to high team morale, trust, and work ethics.
• Independent and resilient: Is comfortable working as the sole representative of the onsite facilities team and reporting to a remote manager.
• Assists in mentoring and enabling Training and Development or Mentoring of fellow team members. Encourages collaboration and development of best practice among peers.

Vendor Management

• Ensures monthly business performance review documents are circulated and reviews; Ensure vendor KPI’s and SLA’s are consistently achieved via these periodic reporting and meetings.
• Monitors PPM schedules, O&M’s, warranties, Task System, Asset & Life Cycle Registers, as well as quality of vendor’s operational delivery (hard and soft services).
• Is Responsible locally for Building Management Systems, PPM Schedules, Task System/CMMS management
• Works with vendors to ensure correct WO paperwork received and returned to maintain auditable process.
• Supports vendor procurement processes when required, in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices.

Finance Management

• Manages spend and budget locally in line with agreed policies and procedures including the processing of PO’s, invoices, budgets, service charges, rates, rent, insurance, and local taxes etc. as applicable.
• Manages the finance process from initiation, approval, delivery, sign off and verification to ensure they are completed within a timely manner and to an acceptable standard.
• Regularly ensures all vendors are billing and receiving payments as due.

Health & Safety, Quality and Sustainability.

• Ensures compliance with JLL and client best practice, policies and procedures including statutory compliance, Quality and EHS compliance to ensure the provision of a safe working environment.
• Responsible for Health & Safety during events, including contractor supervision, reviewing of H&S documentation, and working closely with the JLL Health & Safety Manager.
• To record and report all accidents, good catches, and near misses within the location adhering to company procedures.
• Manage the access to work (ATW) procedures, including collation of vendor Risk Assessments (RA), Method Statements (MS) and chemical data, where relevant.
• Initiate, review, and approve site and contractor risk assessments & method statements (RA MS) when required.
• Ensure all equipment is well maintained and is in good working order.

NOTE: All details are provided for guidance only and do not necessarily limit the responsibilities and accountabilities of the role

Sound like you? To apply you need to be:

• Ability to build and maintain strong Client/Landlord/Customer relationships.
• Passionate and curious about customer experience, passion to win, and a growth mindset.
• Ability to take ownership, flexible, adaptable, and driven to meet deliverables of the role.
• Ability to represent JLL/Client & promote as a ‘Culture Champion’.
• Proven self-starter that consistently delivers to outcome specifications.
• Ability to manage time effectively, capable of juggling operational deliverables and strategic reporting.
• Excellent interpersonal skills with ability to network at all department levels, team player with proven problem-solving skills.
• Intermediate Microsoft Office experience (Excel, Word, Outlook, Teams, One Drive) required.
• Ability to manage and prioritise workload.
• Focused on their own professional development and learning.
• Experience working in a tech environment would be beneficial.
• Must be able to demonstrate flexibility in relation to type of works carried out and prepared to be on call and work out of normal working hours where applicable.
• Excellent communication skills in English (both written and spoken)
• Independent and resilient team player, used to delivering services as part of a team spread over a large geographic area
• Minimum of 3-5 years’ experience in a Facilities Coordinator Role or equivalent.
• IWFM Level 3 / FMN qualifications or studying towards equivalent.

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

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Location:

On-site –Amsterdam, NLD

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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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 email us at HRSCLeaves@jll.com. 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.