Workplace coordinator Job at JLL (Pune)

Workplace coordinator

JLL

Location:
India , Pune

Category:
Office Administration

Contract Type:
Not provided

Salary:

Not provided

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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

Additional Information:

Job Posted:
February 20, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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