Business Support, Facilities Support

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Our people at JLL 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.

Title

Facilities Coordinator

Business Unit

Integrated Facilities Management

Reporting to

Facilities Manager or Area lead

Overall Role

The Facilities Coordinator will lead the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and/or client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk.

Duties & responsibilities

What this job involves –

Relief Reception Duties

Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates

Provide general reception services by responding to general office emails and public inquiries

Post-conference room schedules, notices, and office communications as needed

Other duties as assigned by supervisor

Administrative Duties

Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office

Serve as a liaison between office staff and facilities management in service requests

Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists

Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare work stations, provide welcome material and updating appropriate employee databases

Confirm the receipt of and verify accurate invoicing for deliveries, goods and services

Assist in monthly reporting as well as QBR’s

Other duties as assigned by supervisor

Facilities Services

Assist in general facilities duties to ensure the adequate provision of office services and supplies

Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms

Process orders and maintains inventories on all general office supplies, facilities equipment and supplies

Assist with vendor selection, order special deliveries and coordinate vendor services

Review and resolve outstanding ticket requests in line with set KPI

Co-ordinate vendors where required

Minor project management

Moves/Adds/Changes

Manage and implement Preventative Maintenance Program and ensure compliance

Ensure managed site/risk compliance

Financial Management of budget and processing of vendor invoices in line with account processes

24/7 emergency call support and site attendance is required

Ensure escalation procedures and incident reporting procedures are implemented and in place

EHS

Understand and comply with all EHS arrangements or instructions

Report any failings in EHS arrangements to line manager

Ensure strict compliance with EHS policies

Report all incidents within specified timeframes

Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances

Where applicable, induct vendors to site specific situations and keep records

Work closely with Corporate Security on safety and security questions or concerns

Other duties as assigned by supervisor

Oversee client Fire Warden/First Aid program

People Management

Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer

Manage and coach team

Develop and sustain a high-quality well motivated team

Ensure high staff morale, trust and work ethics

Actively support an environment that supports teamwork, co-operation and performance excellence within team

Assist in mentoring and enabling Training & Development of team members

Corrigo System

Maintenance and support on site WO in Corrigo

Support Facilities Manager to keep WO in SLA to ensure KPI score

Candidate Specification

Ideal Experience

Previous facilities experience in a corporate environment

Strong customer service focus

Strong PC literacy and proven ability to manage daily activities using various systems, including the internet and email functions Intermediate/Advance Word, Excel, PowerPoint skills

Financial Management/Budget Experience

Evidence of problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively

Other Personal Characteristics

Strong communicator – Good presentation skills and possesses strong verbal & written communication skills, also an active listener

Passion for quality – has an eye for detail to make sure the best delivery of services

Self-motivated; confident & energetic

Ability to effectively deal with stressful situations

Flexible – able to adapt to rapidly changing situations

Is a team player – able to cooperate and work well with others to meet targets

Exhibits honesty & trustworthiness

Open to new ideas & willingness to challenge status quo

KEY STAKEHOLDERS

Client staff

Specialized vendor staff

Regional Facilities Manager

Good command of verbal and written English

Personal Skills

Ability to meet tight schedules and deliver high quality of work

• •High level of communication and interpersonal skills
• •TEM-8 (Test for English Majors, Band 8)

Location:

On-site –Shanghai, China

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.

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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 > I want to work for JLL.