Facilities Operations Co-Ordinator

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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 youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Based on site in London.

The Facilities Coordinators role is varied and fast paced day to day which will include updating systems (both Integral & client) providing effective and efficient administration for our client as well as uploading of quotes to CAFM system filing and carrying out other general administrative duties therefore the ideal candidate will have excellent IT skills and experience in a similar administrative role. Integral offer excellent training and development opportunities so if you are looking for a company in which you can progress and develop look no further.

Duties to include:

• Management of accounts such as PPM & reactive WIP and invoicing.
• Provide helpdesk duties.
• Acts as an interface with client visitors and guests. Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
• Generate purchase orders.
• Manage an accurate filing system.
• Ensure payment submissions are processed in timely manner.
• To work on variety of client systems
• General administrative duties including scanning filing and systems updates.
• Updating uploading and checking of the clients online systems.
• Carry our other general office duties including photocopying and scanning
• Uploading of quotations to CAFM system.
• Raising and chasing of supplier orders including dealing with supplier queries.
• Input engineers time sheets onto the relevant systems.
• Liaise closely with the site teams and head office ensuring accurate processing of quotations purchase orders invoices time sheets and holiday records.

• Assist TSM with tactical planning for the facilities teams goals and objectives.
• To record minutes during monthly & quarterly client meetings.
• Assists with receiving and dispatching of work requests to technical staff vendors or other services providers.
• Ensures appropriate follow up with customers.
• Seeks to continuously improve processes systems and overall client satisfaction.
• Provides direction/information to vendors facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption as needed.
• To enable full auditable trails with for example but not limited to Invoices timesheets material orders and goods received notes.
• Excellent customer service skills and communication. The ability to deal with all levels of staff/management/customers.
• Enthusiasm and Proactive in achieving the highest standard of operation.
• Strong organizational skills and collaborative style needed.
• Proficient on MS office IT and report writing skills.
• Ability to multitask and work without direct supervision - plan and manage work under time constraints.
• A high level of initiative with drive to continuously improve the operation.
• A smart presentable professional appearance
• Integrity honesty and punctuality is expected
• Collaborative Team Player who works effectively to achieve common goals.
• Excellent knowledge and use of Microsoft Excel.

Personal Specification:

The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required. At times it may be requested additional tasks/responsibilities are undertaken at Integral Management request.

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were 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 yourepursuing.

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