Facilities Coordinator/Administration

JLL empowers you to shape a brighter way .   Our people at JLL 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.

Facilities Coordinator Job Profile An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.

The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the site, including support in maintaining contractual compliance and mitigation of service failures. Functions To deputise for Facilities Managers. To support the site by leading on administration aspects of internal and external client audits To complete Site Audits as required Process and control purchase orders, invoices, and work orders. Support the completion of reports and documentation to meet required deadlines. Support the contract team. Ensure prompt and accurate management of purchase orders in JDE Good’s receipting of third party invoice Review of site monthly finance reports with local JLL Team Liaise with third party vendors to ensure correct invoice delivery dates and reporting of same Follow up and communicate with third party vendors in relation to overdue invoices, credit notes, PO anomalies etc. Provide support, training and coaching for new employees   To Copy Facilities Admin Duties to here Other Responsibilities   Support in compliance with the PPM programme Support in compliance with client service level outputs Support in compliance with company Quality Assurance procedures Supporting in aspects of Health and Safety standards in the FM operations. Continue with self-development to improve service delivery and reduce outsourcing needs.   Job Measurement Data Internal and External KPI Performance Financial Penalties Internal and Reporting   Essential Facilities Coordinator in a multi contract/site or large-scale account Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal Technology i.e., Microsoft Word and Excel, Outlook, and good typing skills Good understanding of CAFM Ability to prioritise workload and tasks Can do attitude with a proactive approach Have a good awareness of Health & safety working practices   Desirables IOSH (Managing safely) Previous history of working within Facilities Management Services and knowledge of Facilities Management software.   Employee Benefits: Overtime x1.5 on weekday and x2 on weekends + day in lieu on bank holidays 24 days holiday plus bank holidays (pro rata into shifts for shift workers) Company funded health cash plan Ability to buy and sell holidays – buy 5 days & sell 2 days Life assurance Auto-enrolment company pension scheme Employee Assistance Program (EAP) Cycle to work scheme Purchase an electric vehicle via salary sacrifice Employee discounts with various brands Learning and development programs, training and career opportunities.   You also need to be: Self-motivated; confident & energetic Flexible –