Facility Assistant

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.   

Facility Assistant: to serve as the primary point of contact for our client office operations and facility management. This role combines traditional reception duties with comprehensive office coordination responsibilities to ensure smooth daily operations and exceptional workplace experience.

Key Responsibilities

Reception & Administrative Support

• Act as first point of contact for all visitors, vendors, and service providers

• Manage incoming calls, emails, and correspondence

• Coordinate meeting room bookings and office logistics

• Maintain professional front desk operations

Facility Management & Security

• Help to manage access cards and security permissions for staff and visitors

• Report and follow-up on office space issues with technical team

• Coordinate hard and soft services on-site

• Manage parking permits and garage access arrangements

Health, Environment & Safety (HES)

• Update and maintain noticeboards including fire escape plans, fire warden lists, and safety information

• Maintain and communicate "House Rules" and office guidelines

• Monitor and enforce Clean Desk Policy compliance

• Collaboration with JLL EHS Manager on safety initiatives

Vendor & Service Management

• Manage on-site subcontractors (cleaning, maintenance, handyman services, etc.)

• Serve as first point of contact for JLL vendors

• Coordinate with JLL Sourcing Manager and Finance Manager

• Monitor cleaning routines and quality standards

Employee Services & Events

• Order ergonomic equipment for employees as needed

• Coordinate catering and logistics for staff parties and internal celebrations

• Manage office amenities (coffee service, fruit delivery)

• Operate Connect Now System

Communications

• Update email distribution lists and Teams channels with office-related news

• Distribute landlord newsletters and facility information

• Maintain current and accurate office communications

Additional Responsibilities

• Other duties as assigned: This position may include additional tasks not specifically outlined in this job description that are related to office coordination, reception duties, or general administrative support as business needs arise

What you can expect from us:

• Employment contract
• Possibility to work in a highly professional, stimulating and challenging work environment of multinational Company with great and long-term career prospective
• Opportunity to demonstrate your own initiatives
• Opportunity to participate in training and development programs
• Friendly and supportive company culture

 

Location:

On-site –Gdansk, POL

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!

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