Building Great Impressions And Experience
You'll be the face of JLL, which is why creating a welcoming yet professional image of the company is vital to your role. As our stakeholders first point of contact, you should make them identify immediately that we are the kind of company they would want to do business with. Therefore, you must demonstrate high levels of customer service and integrity, especially in handling enquiries, issues, and complaints.
Keeping a Well-Oiled Workplace
Together with the facilities management team, you'll help ensure that clients, vendors, and employees enjoy a safe and positive experience. You'll be trained to follow escalation and incident reporting procedures and comply with the firm's safety guidelines and strategies.
Job Purpose
The Facilities Coordinator plays a critical role in ensuring the efficient and smooth daily operations of the office environment. This role is a strategic blend of guest experience, facilities support, vendor coordination, and rigorous administrative management. You will serve as the primary interface for visitors and employees, ensuring a secure, well-organized, and high-performing workplace while maintaining meticulous financial records in SAP and JLL systems.
Duties And Responsibilities
I. Front Desk & Experience Management
- Professional Welcome: Greet visitors and employees with a concierge-level approach, ensuring seamless sign-in processes and immediate notification of hosts.
- Ambience Control: Maintain a pristine, business-ready reception area and common zones at all times to uphold the corporate image.
- Communication Hub: Manage the master switchboard, directing calls efficiently and maintaining an up-to-date internal phone directory.
- Security Interface: Monitor site access, issue visitor badges, and ensure all guests adhere to site security protocols.
II. Administrative & Workplace Operations
- Supply Chain Support: Manage inventory for office stationery, pantry, and kitchen supplies, ensuring zero stock-outs.
- Mail & Logistics: Oversee domestic and international courier services (EMS, FedEx, etc.), including tracking, distribution, and accurate departmental cost-coding.
- Office Systems: Operate and report faults for office equipment and phone systems, coordinating closely with IT for rapid resolution.
III. Financial & System Management (SAP & Corrigo)
- Procurement (SAP): Execute the full Shopping Cart and PO process in SAP for office leasing, fleet services, and operational vendors.
- Work Order Management (Corrigo): Utilize JLL's Corrigo system to raise service requests, track work orders, and process service payments accurately.
- Financial Integrity: Verify vendor invoices against service logs, track monthly departmental expenses (taxi, rentals, utilities), and maintain accurate payment receiving logs.
IV. Vendor & Contractor Coordination
- On-site Supervision: Support the Facilities Manager (FM) in supervising contractors, ensuring work is performed safely and according to schedule.
- Compliance & Safety: Enforce site access rules and JLL/3M safety standards for all third-party personnel.
- Vendor Relations: Maintain a robust vendor database and assist in evaluating service provider performance.
V. Safety, Security & Emergency Response
- Emergency Leadership: Act as a key coordinator during fire drills or emergencies, guiding staff and visitors to safety assembly points.
- Incident Reporting: Promptly document and report safety concerns, near-misses, or incidents to the JLL/3M Security and HSSE representatives.
- Safety Readiness: Regularly update emergency contact lists, safety signage, and first-aid kits.
VI. Meetings, Events & Specialist Projects
- Logistical Orchestration: Coordinate boardroom setups and end-to-end logistics for internal meetings, VIP visits, and corporate events.
- Project Support: Assist the Facilities Leader in operational projects, such as office expansions, restacking, or local service research.
- Client VIP Services: Provide white-glove support for ad-hoc client requests to ensure a premium workplace experience.
VII. Continuous Improvement & Ad-hoc Assignments
- Operational Flexibility: Undertake any other duties or special tasks as assigned by the Line Manager (Facilities Manager) to meet site-specific requirements.
- Team Support: Provide cross-functional assistance to the wider FM team to ensure business continuity and operational excellence.
Sound like you To apply, you need to be:
- Experienced: At least 03 years of experience in a corporate environment (Reception, Hospitality, or Facilities Management).
- Tech-Fluent: Proven ability to manage daily activities using SAP, Corrigo, and the full Microsoft Office Suite.
- A Strong Communicator: Confident, energetic, and customer-oriented with superb written and spoken English skills.
- A Positive Thinker: Proactive and resilient, with the ability to manage conflicting priorities and remain professional under pressure.
- Highly Organized: Meticulous attention to detail with a holistic approach to problem-solving and compliance.
