Facilities Coordinator / Receptionist

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

JLL es una empresa comprometida con la igualdad de oportunidades entre hombres y mujeres / JLL as a company is committed to equal opportunities for men and women.

Core Responsibilities

The Facilities Coordinator (FC) will be required to provide primary reception and hospitality duties through the first half of the day, at which point additional Front of House (FOH) resource will start. The FC should be capable of supporting the operational activities of the client workspace including vendor management and compliance, coordinating small works, liaising with the Landlord / Managing Agents.

• People Coordination

• Be part of and provide day-to-day direction to Front of House.
• Assisting where required in covering team members in the delivery of first line facilities support and front of house services.
• Ensure the team is fully informed about operational updates, processes and account wide objectives.
• Ensuring all training is and surveys are completed in a timely manner, including vendors.

• Client/Stakeholder Management

• Build and develop effective relationships with key stakeholders &/or client and be comfortable working across all levels.
• Monitor procedures to ensure client’s expectations are conveyed and worked upon.
• Recognise risks and issues to operations, escalating early for wider awareness and support.
   

• Procurement & Vendor Management

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
• Track, purchase and process invoices day to day operational items and consumables
• Guide and encourage vendors to deliver services on time and within budget.
• Ensure vendor performance is consistently achieved through periodic reporting and management meetings. Maintain an audit ready approach.

• Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working.
• Ensure all employees are aware of Hygiene, Health and Safety policies.
• To record and report all accidents, good catches, and near misses within the location adhering to company procedures.
• To ensure all managed equipment is well maintained and is in good working order, escalate as necessary any concerns.

Site Operations Management

• Be aware of, and aid where necessary projects which are happening that may have an impact on operational delivery, contract or BlackRock risk. 
• Manage work orders on the CMMS (Corrigo) by looking ahead to upcoming deadlines and due dates. Work with vendors to ensure correct WO paperwork received and returned to maintain auditable process.
• Provide hospitality services directly to support staff and external facing meetings. This includes coordinating expectations with the host, ordering from preferred suppliers, receiving and delivering to meeting rooms.

• Finance Management
  • Ensure prompt and accurate management of purchase orders in JLL’s financial platform.
  • Submit Order Requests as necessary through Coupa, BlackRock’s financial platform.

• Security and Risk Management

• Make sure all managed team members, including vendors, are rehearsed on and adhere to BlackRock’s Security training.
• Understand and adhere to all security procedures, with particular focus on adherence to requirements around events and vendors

• Be comfortable escalating early concerns or assistance needed from your management team.

• Follow established escalation procedures and incident reporting procedures.

Additional Responsibilities:

• To take responsibility for contributing towards your own development, with the guidance of your line manager, and attending training courses as identified.
• To act as a positive ambassador for the business.
• To attend to any reasonable request made by the client, JLL, or BlackRock Management.
• Ability to prioritis