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JLL Logo JLL · Office Administration

Workplace coordinator

India, Pune · Job Posted February 20, 2026
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Job Description

Prioritising the facilities’ needs; Working with both the facilities manager and the assistant facilities manager, you’ll oversee the property’s day-to-day operations and ensure that all administrative functions, security issues and facility services are covered. Likewise, you’ll strive for continuous improvement in the process. You’ll also keep an eye out on the property’s supplies and ensure that it has adequate stocks and materials to keep the operations smooth like a well-oiled machine. Likewise, you’ll manage supply and service contracts as approved by clients. In addition, you’ll help mitigate risks by taking part in emergency evacuation procedures, and handling crisis management and business continuity plans. You’ll also be on top of health and safety issues that may arise, and actively participate in reviewing them. Also part of your mandate is to monitor the property’s budget. As the person in charge, you’ll make sure that there’s enough petty cash to support operations. You’ll also see to it that vendor invoice processes comply with standards. Going above and beyond expectations; Client satisfaction is second nature to the person in charge. In this role, you’ll take on difficult issues and seek out opportunities to improve operations. You’ll also be constantly in tune with the team to achieve key performance metrics and meet service level agreements. In addition, you’ll carry out routine service audits to ensure that the team maintains its overall performance. You’ll also be in charge of creating stock reports, meeting minutes and monthly management reports to the clients.

Job Responsibility

  • Site operations management
  • Monitoring of Housekeeping related activities
  • Arrangement of all consumables and supplies for Client / VIP visits
  • Interfacing with the pest control for carrying out the pest control activities at the facility
  • Monitoring the mail room activities
  • Preparing the Daily/Weekly and Monthly reports
  • Ensuring all compliance audit documents are submitted by vendor in compliance audit site
  • Interacting with the housekeeping vendor
  • Taking facility rounds and find out snags and raising Corrigo tickets for the same
  • Follow up and close the corrigo tickets logged as per SLA
  • Effectively manage ground team to ensure an on time deliverable system
  • Routine inspection of all services to ensure performance measures are being maintained
  • Support the Assistant Workplace Manager in all administrative functions, security issues and Workplace services and any other administrative functions deemed by Client
  • Ownership of the day-to-day administration, including reports generation of the inventory tracker
  • Briefing all the housekeeping/mailroom staff during shift deployment and communicate the priorities of the day and address complaints
  • Oversee the pantry equipment and reprographic equipment operations during the shift and identify issues and take necessary actions
  • Communicate to the Assistant Workplace Manager all incidents’ issues and pending problems
  • Take rounds of the workplace regularly and fill “Don’t Walk By” and share email to all team
  • Identify issues at workplace and initiate immediate rectification actions
  • Monitoring cafeteria kitchen cleanliness, vending machines, stock maintenance and all-time availability of the same
  • Monitoring the food vendors at site
  • Soft services stores and stocks to be maintained as per standards
  • Indent monthly requirements for soft services as per the month's budget
  • Involve in Vendor staff Training & Development
  • Manage concierge requests from client through office boy
  • Manage laundry
  • Maintain artifacts asset register on quarterly basis
  • Vendor grooming and real time monitoring of services and periodic reviews and maintain performance evaluation on monthly basis
  • Ensuring vendor background checks are maintained on regular basis
  • Implementation of EHS/HSSE initiatives in the site
  • Drive the EHS/HSSE compliance programme in the managed facility
  • Ensure Client and JLL EHS/HSSE requirements are full implemented and complied with
  • Identify Risk assessment and put controls and inform the line manager
  • Incident management reporting to be done
  • Provide Superior Client Service
  • Initiative or Process Improvement in Functional Area
  • Personal and Professional Development

Requirements

  • Strong knowledge of property operations
  • degree in business or hotel and building management
  • at least three to five years’ experience in facilities management
  • good working knowledge in occupational safety
  • aptitude in client-centric operations
  • solid background in team management
  • proven track record in managing a team
  • capable of effectively rolling out improvement plans
  • superior communications and reporting skills
  • team handling experience
  • good working knowledge on soft services
  • computer knowledge
  • good communication skills
  • 3-5 years’ experience in IFM, Facilities, Soft Services, Admin

What we offer

Total Rewards Program, competitive pay and benefits package

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