Facilities Coordinator - Admin

About JLL

JLL empowers you to shape a brighter way. Our people are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

About the Role

An understanding of facilities administration functions with an ability to take instructions and act on their own initiative. Must have effective communication skills, good telephone manner, general understanding of databases, word processing & the internet. The post holder must be willing to build knowledge of the contract service standards, payment mechanism and familiarity with the client to support the site management teams to manage contractual obligations.

Responsibilities

The post holder will assist in the running of the CAFM system and administrative service to the management teams throughout the region, including support in maintaining contractual compliance and mitigation of service failures. To provide a timely and effective service as a critical part of the facilities team. Support other contracts and parts of the division in a Facilities Coordinator capacity.

Functions

• Support the CDM in finance reporting functions including WIP, debt control, variance analysis, PPM costing planning/tracker and budget building
• Ensure subcontract renewals are coordinated and administered
• Train and support the development of other Facilities Coordinators and Facilities Administrators
• Deputise for Facilities Coordinators, Facilities Administrators and on occasions, the CDM
• Support the CDM by leading on administration aspects of internal and external client audits
• Complete SOPF Site Audits as required by the CDM
• Support the contract team with contractor inductions, RAMS (Risk Assessment and Method Statement) and permits
• Act as Subject Matter Expert for PFI SOP (Admin and FC related duties only)
• Provide support, training and coaching for new employees
• Support the CDM in compliance with the PPM programme
• Support the CDM in compliance with client service level outputs
• Support the CDM in compliance with company Quality Assurance procedures
• Support the CDM in aspects of Health and Safety standards in the FM operations
• Assist other PPP premises with Reactive and PPM if requested by the CDM
• Continue with self-development to improve service delivery and reduce outsourcing needs

Essential Requirements

• Minimum 3 years Facilities Coordinator experience in a multi contract/site or large-scale account
• Good understanding of customer service, IFM service delivery, helpdesk processes, workflows with knowledge of HR and QHS&E procedures and legislation
• Clear, confident communication skills with the ability to communicate effectively with a wide range of people both written and verbal
• Technology skills: Microsoft Word and Excel, Outlook, and good typing skills
• Good understanding of CAFM
• Technical knowledge of Mechanical/Electrical Plant and Equipment
• Ability to prioritise workload and tasks
• Can do attitude with a proactive approach
• Good awareness of Health & safety working practices

Desirable Requirements

• IOSH (Managing safely)
• Previous history of working within Facilities Management Services and knowledge of Facilities Management software

Job Measurement

• Internal and External KPI Performance
• Financial Penalties
• Internal and Reporting

Location

• On-site – Cheshire, GBR
• Hampshire, GBR

Additional Information

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements. We're interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

Equal Opportunities

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 HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.

About the Company

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY™. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated.