OverviewJLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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.What this job involves:Role Summary: The Facilities Coordinator will assist with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of materials, equipment & supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support where required.ResponsibilitiesWorkplace Management – Provides hospitality and support for guests, visitors, and employees at client location; resolves problems associated with all building services including janitorial, conference rooms, workstations as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service; assists with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA); works with IT, Security, Kitchen, Real Estate to ensure all work within the office is completed to a high standard; takes ownership for the CMMS systems to manage tickets and ensure all issues are completed within the defined SLAs; converts requests outside of CMMS systems into tickets; completes detailed inspections to discover issues and assign tickets; ensures facilities are compliant with local building, health, safety, and fire codes and regulations; creates and implements site operational rules and standard operating procedures; identifies opportunities for improved operational standards; proactive in finding improvements and following through on a plan to complete them; completes short and long-term projects; ensures all work stays within the client’s budget; identifies cost-saving ideas monthly; coordinates special events; handles pick-up, drop-off, and preparation of postage/labels; supports client event team with coordinating onsite vendors to set up events; coordinates with client teams to set up co-location spaces; manages office supplies and reorders stock as required.Finance Management – Assists in financial processes to ensure all financial management requirements are completed in a timely and accurate manner; supports tracking of site-relevant actual spending vs. budget; ensures prompt and accurate management of purchase orders; handles raising and receipting of purchase orders in Ariba or other systems as required.Health & Safety Management – Conducts regular audits to ensure safety procedures on site are in place and working; ensures all records are kept up to date; ensures H&S roles and responsibilities for the account are understood and in place on site; assists in carrying out safety procedures when needed; reports on JLL H&S platforms as required.Vendor and Supplier Management – Assists in the management of all contractors on site to ensure they perform to required standards; works with suppliers to develop a one-team approach and reports any issues to JLL management; assists in the procurement of vendors and services as required.Account Performance – Develops and maintains strong relationships with the client and key stakeholders; ensures client satisfaction with delivery of facility management services and provides a lead role in monitoring and increasing customer satisfaction; completes all reports at scheduled intervals and provides analysis for continuous improvement; achieves KPIs as identified by the Account Lead; ensures compliance with JLL minimum audit standards; updates facilities-related information; performs other duties as assigned by the Account Lead / Real Estate; identifies innovations and best practices; contributes to JLL H&S standards and works within agreed H&S roles and responsibilities.Client Focus & Relationship Management – Demonstrates proactive and professional approach to customer service and stakeholder engagement; interacts with a wide range of client staff, including senior levels; maintains a customer service-oriented attitude.LocationLocation: Milano / Gallarate, ITA (On-site – Milano, ITA)Additional NotesSummaryLocation: Milano, ITAType: Full time
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