Facilities Co-ordinator

• Co-ordinating responsibility of the local sites within UK, based on site in Cambridge
• Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager
• Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers
• Proactively engage stakeholders to ensure that on site client’s expectations are met
• On-site key point of contact for Facilities in the client’s premises
• Respond to requests and e-mails in a timely manner
• First contact for support to staff
• Communicate in professional manner, taking the audience into account
• Contribute to event planning with wider community teams
• Actively engage with employees to gather their feedback to enhance the office experience
• Vendor Management – Janitorial, Stationary, Engineering, Catering consumables, Cleaning Services
• Office cleanliness: oversee & report cleanliness in office, pantries, etc.
• Ensure stationary stock levels are managed accordingly and within budget
• Management of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc where applicable to Workplace.)
• Ensure JLL HSSE contractor management process is being followed when vendors attend site
• Communication to Vendors and Supplier
• Event Set up co-ordination for special events
• Process invoices without delay and in deadlines, as per instruction from JLL Finance team
• Ensure JLL financial processes are always followed
• Raise Purchase Orders (PO’s), regularly review accruals and open PO’s
• Ensure the provision of a safe working environment for JLL team and vendors
• Ensure near misses/good catches are logged through HSSE System for all assigned sites
• Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)
• Ensure site logbooks are being administrated and documents uploaded to sharepoint
• Supporting audits for JLL and landlord managed services
• Attending HSE Audits
• Implement building procedures and performance measures and ensure they are maintained at all times
• Coordinate works within the buildings, granting access and authorizations from all involved areas
• Office maintenance – Ensure the office is organised and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..). for landlord and JLL items
• Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites
• Regularly meet Regional Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
• Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them
• Identify and implement at least 4 innovations which reduce costs or improve customer experience
• Manage external space bookings for customer meetings or trainings
• Support a consistent hospitality experience for employees and guests

• Experience in facilities management, building, business or other related field
• Fluent in English
• Excellent people skills and ability to interact with a wide range of client staff and demands
• Knowledge of Occupational Safety requirements
• Strong PC literacy and proven ability to manage daily activities using various systems
• Demonstrated experience with continuous improvement initiatives (highly desirable)
• Knowledge of vendor management for specialized services
• Proven capacity to understand and interpret commercial contracts
• Budget management and financial analysis skills
• Strong communicator – Good presentation skills and possesses strong verbal & written communication skills also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of services
• Self-motivated
• confident & energetic
• Ability to effectively deal with stressful situations
• Flexible – able to adapt to rapidly changing situations
• Strongly goal-oriented – able to focus on meeting all performance targets
• Is a team player – able to cooperate and work well with others to meet targets
• Proven ability to initiate and follow through with improvement initiatives
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo
• Able to work under own initiative

Demonstrated experience with continuous improvement initiatives