Property Services Coordinator

6 hours ago

Edinburgh, Edinburgh, United Kingdom Jones Lang LaSalle Incorporated Full time
Job Title: Property Services Coordinator

The estimated salary for this role is £55,000 - £70,000 per annum, depending on experience.

About the Role:

We are seeking a highly skilled and experienced Property Services Coordinator to join our team at Jones Lang LaSalle Incorporated. As a Property Services Coordinator, you will be responsible for delivering operational facilities services to occupiers in one or more managed properties to best practice standards defined by JLL.

Key Responsibilities:

  • To work closely with relevant Client FM Leads and take ownership of delivering operational facilities related client KPIs as identified in the PMA (Property Management Agreement) and/or any other client agreed initiatives.
  • To assist in the delivery of 'Instinct' (customer experience) operational initiatives across your portfolio in close liaison with our service partners.
  • To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the building.
  • Inform Surveyors of any occupier matters that may influence valuation/investment considerations including assistance in monitoring Tenant's compliance with covenants.
  • Report to Surveyors in accordance with an agreed procedure, ensuring the Regional Facilities Manager (RFM) is kept informed on matters relating to standards of facilities management.
  • To deliver the financial management of the property through the preparation of service charge budgets, monitoring of agreed budgets to pre-defined cash limits, quarterly variance reporting and service charge reconciliation to agreed accounting practices.
  • To understand the principal terms of occupier's leases as they affect the facilities management of the property and the Client's obligations to provide services including clarity on the extent of the common areas.
  • In conjunction with the Surveyors and RFM, ensure that the procurement of all supplies and services at the property is undertaken in accordance with the JLLs PAM procurement program to ensure the highest standards for the best price.
  • Monitor contractor performance against agreed standards. Review service contracts as appropriate.
  • Establish and maintain high quality health and safety arrangements, in accordance with best practice guidelines from central support under the JLLs risk management programme and the RFM.
  • To ensure all risks identified in the independent Risk Assessment are properly addressed and to review risks as part of JLLs audit process and Site Compliance inspections.
  • To work with other aspects of JLLs 'Socially Responsible Management' programme in relation to environmental & sustainability policies; to include water hygiene and asbestos monitoring etc.
  • To ensure reactive maintenance and day-to-day service requirements undertaken in a timely and cost-effective manner.
  • Be familiar with all heating, ventilating, mechanical and electrical equipment in each building and have a sound understanding of the purpose and general working of such equipment. To ensure maintenance contracts in place to cover O&M manual requirements.
  • Assist and liaise with building surveyors/architects/consultants on major works.
  • To maintain, test and implement disaster planning procedures to cover all emergencies. To organise and co-ordinate fire evacuation and bomb drills.
  • Prepare site regulations and issue permits to work for all contractor activities on site.
  • To ensure that on-site management of the properties is undertaken in accordance with JLLs policies, processes, and procedures as defined on the PAM Process Hub site (Connect).
  • To monitor vacant/void property in conjunction with the clients' insurance policy.
  • Establish a regular inspection programme for each site in accordance with site insurance and regulatory requirements.
  • Assist in the submission of insurance claims relating to incidents on site and manage the obtaining of quotes and/or works at site as instructed by the insurers or loss adjusters.
  • Ensure readiness for sale of relevant individual properties dealing with due diligence enquiries on disposal and lettings from a facilities perspective.

Requirements:

  • Commercial awareness and ability to develop identified business improvement opportunities
  • Solid stakeholder management skills and an ability to understand and relay business ideas
  • Previous experience working for a company within the property industry or from a similar business line, with client facing experience or from a corporate FM background
  • An advocate of change and supportive in driving operational business change
  • IWFM / BIFM/IOSH qualification and or similar in facilities operational management
  • Strong organisation skills and excellent communication skills, both verbal and written
  • Driven to achieve results
  • Knowledge of safety, quality, and cost risks

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