Facilities Coordinator at Jones Lang LaSalle Incorporated - JLL

About the job

• The key focus for this role will be to create a single and visual point of contact for employees and customers and to act as the primary interface between the internal operations and customers.

What This Role Involves- Key Responsibilities

• Proactive premises inspections and floor walks (including internal meeting rooms, pantry, social areas); all areas shall be clean, orderly, and ready to use throughout the day
• Proactively raise work orders and provide frequent status updates to respective users. This includes raising any cleanliness issues (i.e. replenishment of hand sanitiser, desk wipes)
• Ensure all signages and messages are current and relevant, including placing place outage notices and AOB
• Ensure wayfinding and zoning maps are up to date and support collection of internal occupancy data
• Support and promote ABW / FWN. Proactively communicate FWN / ABW etiquette and protocols and nudge respective behaviors. Report, feedback and manage behavioral trends
• Locker Management Support – Including issuing lockers for new joiners or staff relocations; reclaiming lockers; review of ongoing utilization; and support reactive checks / clearance with a Security Officer or Floor Administrator
• Ensure all desks are ready and available for colleagues each morning; proactively support and promote clean and clear desk practices and enable desk sweeps where appropriate. Support lost and found activities
• Operationally support change management activities throughout the workplace & project lifecycle, including post move support meetings, post move communications, signages, locker and storage management, floor orientations
• Host regular business engagement sessions to fully understand business needs and work profiles to support the successful adoption of hybrid working and share insights of how their teams are using the space.
• Maintain an effective business relationship with the client and end users by understanding their needs and transferring these into the location where possible. Be the face of the Workplace/ Property team
• Promote regular staff engagement (including meet & greet activities) Provide end-user support based on their needs to provide a personalized level of service. High level of visibility to staff
• Stay current on relevant EUS technology in the workplace and attend trainings to be able to effectively assist endusers with any queries. Assist with AV, VC and other technology inquiries. Host end-user training when necessary
• Host and promote employee engagement events; including lunch & learns, wellness activities, hobby clubs etc...
• Ensure pulse survey insights and continuous VOC feedback is received, actioned and communicated. Act as the Leesman Champion to help promote survey, discuss results, manage campaign marketing
• Activate, promote wellbeing, fitness and recreation agenda in alignment with regional agenda and initiatives (assist with booking and inquires)
• Assist with internal communications including cascading relevant information, promoting success stories, managing local pages on intranet, insuring distribution lists are kept up to date, supporting townhalls
• Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
• Ensure compliance with H&S processes and procedures, including internal and external audits
• Support and manage the meeting room booking system. Ensure booking system is up to date, details for rooms are correct, assist with any booking inquiries and liaising with supporting teams if necessary
• Manage the desk booking system in the role of concierge (super user) for a specified zone or premises and support and assist with space capacity issues. Manage and implement QR codes where necessary
• Ensure seamless communication with hospitality/ GRH teams for any internal and external meetings or events
• Ensure centralized utility room supplies of stationery and printer toner are stocked with required items
• Ensure vending areas, social hub and pantry areas are always appropriately stocked with required items
• Support community wall spaces –Support businesses as required for periodic non-frequent clean up activities. Help clear meeting room brainstorm surfaces / whiteboards - (where not used as a Project Space)
• Support and coordinate internal events, working with Hospitality and required vendors as appropriate

Qualifications And Skills

• Fluent in the English language – written and oral
• Has strong relationship building skills to be able to get to know, understand and respond to the needs of our staff and customers
• Proficient skills in Microsoft Office Suite (Excel, Work, PowerPoint, Visio, Outlook, Teams, SharePoint, and Access)
• Previous Hospitality/ co working experience is preferred- minimum 3 years. Previous events experience favored
• Flexible and proactive; Comfortable working in a fast-paced environment
• Strong problem-solving skills with the ability to react quickly and decisively when faced with a problem or issue
• Strong team player with a commitment to support their colleagues
• Exceptionally organized and skilled in multi-tasking, with outstanding time management skills
• High level of grooming standards