Facilities Co-ordinator

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.   

We are looking for a Facilities Co-ordinator for our Workplace Management business line.

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

Role Purpose

To pro-actively support the Facilities Manager and EMEA Operations Director in the day-to-day delivery of all facilities management related functions and when needed, also covering the main switchboard activities and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees.

The Facilities Co-ordinator based in Porto, Portugal will work to ensure co-ordination of the day-to-day client activities for assigned properties and support the Facilities Manager by being the on-site key point of contact for key stakeholders and/or client. The role will have responsibility for service quality, helpdesk task resolution, vendor management and operations on site.

What this job involves

• Co-ordinating responsibility of the local site(s) within Portugal, based on site in Porto
• Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager.
• Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers
• Client/Stakeholder Management
• Proactively engage stakeholders to ensure that on site client’s expectations are met
• On-site key point of contact for Facilities in the client’s premises
• Respond to requests and e-mails in a timely manner
• First contact for support to staff
• Communicate in professional manner, taking the audience into account
• Respond to requests and e-mails in a timely manner
• Vendor Management – Janitorial, Stationary, Engineering, Catering consumables, & Cleaning Services
• Office cleanliness: oversee & report cleanliness in office, pantries, etc.
• Ensure stationary stock levels are managed accordingly and within budget
• Order of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc where applicable to Workplace.)
• Ensure JLL HSSE contractor management process is being followed when vendors attend site.
• Communication to Vendors and Supplier
• Finance Management / Cost Control / Profitability
• Process invoices without delay and in deadlines, as per instruction from JLL Finance team
• Ensure JLL financial processes are always followed
• Raise Purchase Orders (PO’s), regularly review accruals and open PO’s
• Health & Safety Management
• Ensure the provision of a safe working environment for JLL team and vendors
• Ensure near misses/good catches are logged through HSSE System for all assigned sites
• Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)
• Ensure site logbooks are being administrated and documents uploaded to sharepoint
• Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing for items within JLL control
• Supporting Cleaning and H&S Audits for JLL
• Attending HSE Audit
• Site Operations Management
• Implement building procedures and performance measures and ensure they are maintained at all times
• Coordinate works within the buildings, granting access and authorizations from all involved areas.
• Office maintenance – Ensure the office is organised and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..).
• Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites
• Regularly meet Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site
• Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them
• Identify and implement at least 4 innovations which reduce costs or improve customer experience

 

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

Ideal Experience

• Experience in facilities management, building, business or other related field

• Excellent people skills and ability to interact with a wide range of client staff and demands

• Knowledge of Occupational Safety requirements

• Strong PC literacy and proven ability to manage daily activities using various systems

• Demonstrated experience with continuous improvement initiatives (highly desirable)

• Knowledge of vendor management for specialized services

• Proven capacity to understand and interpret commercial contracts

• Budget management and financial analysis skills

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

• Strongly goal-oriented – able to focus on meeting all performance targets

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

• Proven ability to initiate and follow through with improvement initiatives

• Exhibits honesty & trustworthiness

• Open to new ideas & willing to challenge status quo

• Able to work under own initiative

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Apply today at jll.com/careers

Location:

On-site –Porto, PRT

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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For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

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.