Facilities Operations Coordinator

4 weeks ago

London, Greater London, United Kingdom Jones Lang LaSalle Incorporated Full time
About the Role

The Facilities Administrator will provide professional administrative support to the EMEA Facilities team, reporting directly to the Operations & Change Lead. This role is responsible for ensuring the smooth operation of building facilities across the region.

Key Responsibilities
  • Fieldglass administration, including profile setup, access badge requests, account creation, and IT equipment requests
  • Ensure JLL onboarding is completed for all new starters
  • Provide administrative support to the onsite Facilities Management team
  • Support Workplace Experience Lead with training administration
  • Maintain log books and documentation relating to Health and Safety
  • Deliver reporting on a monthly basis, including trackers, audits, inspections, and Health and Safety
  • Support the facilities management team in scheduling and covering key roles during sickness and absence
  • Follow required emergency prevention and operational controls
  • Maintain the account SharePoint site
  • Maintain, organize, and control all JLL central files, information, data, reports, and paperwork
  • Assist in reviewing, maintaining, and building Standard Operating Procedure manuals
  • Ensure compliance with JLL policies, procedures, and standard practices
  • Manage purchase orders in the internal financial management platform
  • Resolve customer complaints and escalate to the line manager as required
  • Develop a close working relationship with key facilities vendors
  • Manage contractors on site to ensure they perform to the required standards
  • Follow established escalation procedures and incident reporting procedures
  • Support regular management reports and projects as required
Working Life
  • Work across multiple sites on a daily basis
  • Main business language spoken in our offices is English; knowledge of English is essential
  • Role will be structured on a shift basis over a 5-day week
  • Occasional weekend or bank holiday work may be required, arranged in advance and in accordance with the rota
About You
  • Keen to develop within the workplace, supporting a multidisciplinary team and gaining knowledge and expertise
  • Experience in an administration or coordinator role providing operational support
  • Collaborative team player with a service-focused approach
  • Adept at multitasking and managing multiple projects effectively
  • Open and good communication skills
  • Strive for excellence and share ideas for improvement
  • Proficient with computer equipment and programs (Word, Excel, and Outlook) and interested in technology
  • Up-to-date with industry trends and have direct experience or an interest in facilities management and customer service
Location

On-site – London, GBR

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