Facilities Coordinator - Jones Lang LaSalle Incorporated

What this job involves –

As a Facilities Coordinator, you will perform administrative duties related to the management and operation of a client's facilities by providing a work environment consistent with their culture and high standards. Support all other IFM teams like the reception, space, technicians, and other teams when requested.

Your day to day:

Responsibilities include, but are not limited to:

• Perform all tasks and projects assigned by JLL leadership– Assistant Facility Manager, Senior Facility Manager, or Regional Facility Manager. 

• Manage andmonitorthe work order database (Corrigo) daily. Review upcoming tickets for the current day and following day using online tools. Update ticket notes, remove flags, and verifyticket information in Corrigo as part of your daily routine. 

• Collaborate closely with the Assistant Facility Manager to ensure comprehensive and consistent oversight of preventive maintenance tasks. 

• Promptly relay critical information to the Assistant Facility Manager with precision and effectiveness, taking initiative to ensuretimelycommunication. 

• Participate in and support regular site inspections conducted on a weekly and monthly basis. 

• Oversee andaccompanyexternal service providers during their scheduled maintenance or repair activities on the premises. 

• Oversee and coordinate service delivery across multiple vendor partnerships, including cleaning, climate control, electrical systems, and security services. Handle both routine upkeep and specialized projects as directed by the Assistant Facilities Manager. Keep the Assistant Facilities Manager informed about all relevant maintenance activities, service requirements, and operational matters. 

• Demonstrate comprehension and application of financial prudencein accordance withestablished organizational guidelines. 

• Provide exceptional and efficient customer service to Synopsys employees and local business units on-site, while upholding the integrity and standards of both Synopsys and JLL. 

• Cultivate and sustain cordial and professional rapport with ExecutiveAdministrative personal 

• Stay informed daily about on-site activities includingspecial events, fire drills, relocations, vendor work, and facility operations through proactive communication with vendors, partners, and the facilities team 

• Act as the primary liaison for organizing external vendor servicespertaining tofacilities operations. This includes, but is not limited to, managing office supplies, first aid kits, kitchenette provisions, café services, cleaning services, pest control, signage, and maintenance contractors. 

• Proactively communicate professional needs, problems, and feedback to management personnel.  

• Familiar with all services within the facility and works with facilities management tofacilitatea hospitality approach across services. 

• Create work orders for custodial, maintenance, safety, and security concerns through theappropriate channels/systems. 

• Demonstrate initiative by coming to meetings well-prepared, ready to offer input and raise relevant questions. 

• Complete all other duties as assigned. 

• Provide reception coverage when needed orrequested, which includes 

• Helpmonitorand maintain the front desk, lobby, andcommon areasto ensure an environment that is safe, clean, organized, and reflects brand standards 

• Execute thetempbadging process for employees, visitors, and third-party providers 

• Act asa central pointof contact, providing information and wayfinding for the campus, services, and activities 

• Act as an interface with client,visitorsand guests 

• Provide facility specificassistanceto the project management team as needed orrequested. 

• Assistwith the coordination and scheduling of maintenance activities 

• Provide general overall facility management services including continuous monitoring of office/facility. 

• Identifypotential risks and escalate, asappropriate, to ensure no privacy breech, security incident or disruption to the Client’s operations occur. 

• Ensureappropriate followup with customersvia email or Corrigo ticket. 

• Provide direction/information to vendors, facilities staff and service providers asrequiredto ensure excellent coordination/execution of work within client environment with minimal disruption 

Sound like you? To apply you need: 

Desired experience and technical skills

Required:

• High school graduate or general education degree (GED) required.  Associates’ or Bachelor’s degree a plus, or 1 to 3 months related experience and/or training
• Three to five years apprenticeship or equivalent experience

Preferred:

• Excellent customer, computer, managerial, verbal and written communication skills  
• Ability to multi-task and effectively organize responsibilities to achieve assigned facility goals and objectives  
• Ability to develop productive working relationship with key stakeholders and work collaboratively with client personnel and other third parties in order to enhance the experience of facility users