Facilities Coordinator

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POST DATE 8/31/2016
END DATE 10/8/2016

Jones Lang Lasalle New York, NY

Company
Jones Lang Lasalle
Job Classification
Full Time
Company Ref #
43146BR
AJE Ref #
576029697
Location
New York, NY
Experience
Mid-Career (2 - 15 years)
Job Type
Regular

JOB DESCRIPTION

APPLY
Position Title
Facilities Coordinator

Auto Req ID
43146BR

Job Description

SUMMARY

The Facilities Coordinator (FC) functions as support for the Facilities Manager (FM) with all day-to-day operational activities in respect to maintenance and operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services as well as accounting and finance. The FC is responsible for providing comprehensive and strategic goals related to the facility, contracts and vendor management with a continued focus on improving preventative maintenance in efforts of achieving desired financial goals and other KPI s as established by the Client. The Facilities Coordinator reports to the Facilities Manager.

ESSENTIAL DUTIES and RESPONSIBILITIES include the following:

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Responsible for overseeing all reactive and preventative maintenance service tickets in the 360 work order system as it pertains to maintenance staff, vendors or other services providers to ensure prompt and satisfactory results.
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Coordinate with Facilities Manager regarding the solicitation of vendor cost proposals if/when needed for all vendor related work (i.e. HVAC, janitorial, exterminating, electrical, carpentry, painting, etc.) as well as all other contract services required to maintain a Class A Facility and to ensure highest level of client satisfaction.
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Create, maintain and update Preventative Maintenance (PM) work orders for the Maintenance team. Responsible for working with the FM to develop and monitor a successful Preventative Maintenance program to maintain highest level of service for the client s facility; ensure proactive and corrective measures are met if / when necessary.
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Assist with coordinating all daily, weekly, monthly, quarterly, and annual building inspections with Facilities Manager and Maintenance team.
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Create and enter service tickets based on listed deficiencies observed during routine building inspections. Coordinate with Maintenance team and/or vendor services for corrective action and follow up. Document follow up information and resolution on all service tickets for record purposes.
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Monitor 360 work order system on a daily basis. Coordinate with Maintenance team to ensure all service tickets are acknowledged and completed within the required SLA as established by the Client.
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Review 360 work order system reports, monitor any repeated trends and address re-occurring requests. Report re-occurring service requests to Facilities Manager for further review and discussion.
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Assist with space-planning and space assignments as necessary. Oversee move coordination activities in advance, on move day, and after move events to ensure client satisfaction.
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Responsible for purchasing site materials as necessary through account vendors, suppliers, etc. while continuing to support cost-savings initiatives to contribute to the account achieving savings when applicable
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Assist FM with coordinating special events in support of the client s meetings, conferences, events, etc. as needed and directed.
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Assist Facilities Manager and accounting staff with invoice review based on materials purchased. Review invoices for correct charges and location address, confirm goods received, and obtain required supporting documentation and process for Manager s approval.
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Facilities Coordinator will act as support and back-up to Facilities Manager as a supervisory point of contact for building management, vendors / suppliers, client s security operations, etc.
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Assist FM in the monthly review of accruals and financial budget reports; provide input to FM and accounting staff as needed. Seek ways to reduce costs and improve operational standards.
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Ensure compliance with site specific insurance requirements, building rules and regulation of all vendors and suppliers. Support Facilities Manager s efforts in developing and maintaining COI s, general building, vendor and contract files for the facility.
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Responsible for continuous review and management of site safety, including updating the client s F.L.S. files and information, as well as conducting regular audits to ensure safety procedures are in place and working properly.
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When needed create and updated Facilities SOP s for Facilities Services.
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Develop solutions and make recommendations that ensure client satisfaction.
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Assists Facilities Manager and staff as needed with the ability to handle other projects as assigned by the Facilities Manager. May be asked to support or perform other activities as assigned by the Facilities Manager as necessary.
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Assures compliance with Jones Lang LaSalle policies, procedures and standard practices.
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Assures compliance with Clients policies, procedures and standard practices.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The successful Candidate will possess the following capabilities and qualifications:

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Ability to learn system applications that will be used to further enhance the Facilities Coordinator position, i.e. Microsoft Outlook, Excel, Word, 360, Workspeed, etc.
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Ability to properly cross-train co-workers or temporary employees on job duties and procedures.
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Demonstrates a positive and professional approach to managing multiple operational matters on a daily basis with a positive attitude.

Requirements:

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Five or more years of experience in related skills applicable to Facilities and / or property management services.
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Understanding of basic technical aspects for the property (i.e., HVAC equipment, fire protection systems, mechanical/electrical systems, BMS system, etc.) is preferred
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Computer proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access and Outlook).
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Must possess outstanding written and oral communications skills
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Must have strong organizational skills, attention to detail and follow through.
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Excellent customer service and relationship skills.
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Strong team player, strategic thinker, demonstrated focus on client satisfaction and awareness to individual team member requirements.
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Attention to detail is required. Event planning, coordinating and/or meeting schedule management is beneficial
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Fluent in English and other language experience is beneficial.

Customer Satisfaction:

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Develop and maintain high customer satisfaction and value for services provided. Develop and maintain positive customer relationships.
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People Management and Leadership.
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Ensure high standards of Respect and Dignity for all co-workers and customers.

Quality:

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Ensure that all staff work performed for clients and management is complete and accurate.

Start a lasting career with JLL today!

Total Rewards reflects JLL s investment in employees needs and preferences in Career, Recognition, Well-being, Benefits and Pay. We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online. All resumes MUST BE submitted via our web site. Please reference Job 43146BR.

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Full/Part Time
Full-Time

Regular/Temporary
Regular

Org Marketing Statement
About JLL

JLL (NYSE: JLL) is a professional services and investment management firm offering specialized real estate services to clients seeking increased value by owning, occupying and investing in real estate. A Fortune 500 company with annual fee revenue of $5.2 billion and gross revenue of $6.0