Operations Coordinator

Job description

OVERVIEW
Directly supports the Facility Manager with on-going facility and team-related responsibilities.

ESSENTIAL FUNCTIONS

·  Assist with budgetary requests
·  Work with team members to identify and respond to any financial or budgeting related issues
·  Helps support facility specific cost savings targets to contribute to the account achieving significant savings
·  Supports requests associated with Jones Lang LaSalle Management, Operations audits
·  Provides support for guests, visitors and employees at client locations
·  Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
·  Resolves problems associated with all building services including: janitorial, parking, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment. 
·  Coordinates special events in support of client or Jones Lang LaSalle
·  Provides support for meetings and conference room reservations, as needed and directed
·  Assists with the coordination and scheduling of maintenance activities
·  Assists management and staff with operational reporting, budgeting, financial systems, purchasing as necessary. 
·  Acts as an interface with client, visitors and guests. 
·  Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
·  Ensures delivery of committed services and overall satisfaction with Jones Lang LaSalle performance. 
·  Demonstrates leadership, responsiveness and creativity in finding solutions for service delivery.
·  Reviews Invoices, receipts and work orders/tickets
·  Helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
·  Ensures appropriate follow up with customers
·  Seeks to continuously improve processes, systems and overall client satisfaction
·  Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed
·  Inventory and stocking of Office Supplies
·  Coordinates Vendor Services
·  Space Planning (e.g., coordinate with leads on team growth and workstation needs, update MAC programs weekly)
·  Transportation (i.e., Bike Program)
·  Facilitate new hire process by coordinating with team leads, update appropriate employee data bases, providing welcome material and badge assignment (e.g., seat assignments, new hire setups and exits)
·  Incoming/Outgoing mail and packages
·  BET and Safety programs (e.g., employee/contractor badges, internal visitor assistance)
·  Distribute and or update employee/contractor badge.
·  Retrieve badges from exited employees and return to main office.
·  Documents, publications, and signage for the office (e.g., manage web page, ad hoc signage around the office, helping remote teams display signage (open enrollment, other programs))
·  Liaison between, employees, and leads
·  Landlord Relations
·  Monthly site audits (e.g., site inspection report, safety equipment, seat assignments, safety equipment, seat assignments, repairs and maintenance reports, vendor audits (e.g., janitorial, HVAC))
·  Events and All Hands (e.g., room set ups and bookings, monthly events, calendar system and events queue management)

 
EDUCATION AND EXPERIENCE

·  High school diploma
·  Undergraduate degree, preferred
·  1 – 2 years Facility Management experience, preferred

KNOWLEDGE, SKILLS, AND ABILITIES

·  Superior customer service skills and orientation
·  Ability to maintain professionalism at all times under stressful situations
·  Ability to plan and manage work under time constraints
·  Ability to multitask and work without direct supervision
·  Proficient in MS Office, and possess strong written, verbal and people skills
·  Strong organizational skills and collaborative style needed

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.