Facility Coordinator Jones Lang LaSalle

What this job involves

• Communication with Site Leadership team (Country Manager, HR, Finance Legal, IT etc.).
• Preparation and distribution of Quarterly / Annual Business Review (QBR / ABR) information to client s satisfaction.
• Procurement of goods and services for client s buildings utilizing Jones Lang LaSalle sourcing teams.
• Hold regular meetings with Landlord, ensuring that terms of lease are being provided to client - e.g. external maintenance, central plant management.
• Space evaluation and planning, updating of floor plans using clients architect partners
• Responsibility for meeting KPI s and SLA s defined within the contract.
• Project Management during built-out phases, liaising with organizing work schedules, etc.
• Coach and guide all project teams (sub-contractors, maintenance engineers and commissioning engineers) throughout full project lifecycles
• Site Inspections (with other members of Facility Team):
• Daily cleaning
• Heating, ventilation, air conditioning
• Landscaping (when present)
• Ensure that contracted resources deliver work to meet duration and quality targets, addressing and ensuring the correction of under-performance issues.
• Establish and operate the information systems necessary for effective scheduling and recording of contract work.
• Processing and controlling of invoices and work orders, opening and monitoring budgets in the financial system (Oracle), preparing and updating forecasts.
• Oversee and follow up on all technical maintenance for installations (AC/heating/fire extinguishing system, electrical installations etc.).
• Negotiate, renegotiate and maintain contracts with vendors.
• Planning and budgeting of internal fit out works and technical installations.
• Purchasing of furniture, organization of internal departmental office/space moves.
• Manage a team of receptionists and an Office Services Coordinator/ Building Operations Coordinator, including allocating resource, delegating workload, ensuring adherence to best practices etc. (roles not present on every site).
• General administration of department, (holidays, training, performance reviews etc.).
• Updating and maintaining official safety documents, liaise with government authorities.
• Organization of fire evacuation and first aid training for employees.
• Point of Contact for security/alarm responding
• Deputise / provide cover for Office Services Coordinator / Building Operations Coordinator when appropriate.
• All additional duties commensurate to the level of the role