Facilities Coordinator

About the role

The Facilities Coordinator supports the FM team, coordinates FM activities, handles mail room administration, supervises and performs front office duties, and acts as the main point of contact for the assigned site's clients and tenants. The role has functional accountability for client and tenant satisfaction and must comply with JLL Best Practice, policies and procedures.

Key responsibilities

• Respond promptly to client service requests and coordinate responses from team members and contractors.
• Manage office supplies, hygienic consumables and equipment for managed buildings.
• Support the FM team with administrative and finance tasks: collecting offers, raising purchase orders, processing invoices and tracking outstanding payments.
• Prepare accurate monthly reports (Savings Tracker, Outlook Variance and forecast) and provide accruals and variance analysis to the Finance Manager.
• Help develop property budgets and forecasts, and manage FM costs.
• Coordinate mail room operations, conference room bookings, stationery, visitor seating, event support and catering for VIP visits and meetings.
• Record and close all PM and other work orders in Corrigo on time; handle incoming and outgoing calls professionally.
• Review service providers' performance, budgets and account issues monthly, and help deliver the Annual Occupancy Survey.
• Ensure compliance with health and safety responsibilities and JLL policies, and be available outside normal hours for emergencies.

Required profile

• Fluent English; knowledge of the local language of the assigned post is an advantage.
• Excellent organisational skills and ability to work with service providers and contractors.
• Interest in continuous improvement and new technologies.

Required skills

• Proficiency in Microsoft Word and Excel.
• PC skills.