EMEA Project Coordinator

OverviewReporting into EMEA Technical Project Manager. The EMEA Project Coordinator will be the support for BlackRock, assisting in the delivery of all MAC projects to client sites across the EMEA portfolio. The role will support the coordination and logistics of occupancy and people/desks movements, deliver broad MAC programs and projects delivering key initiatives for the client, with detailed planning, coordination, communication, and execution whilst also supporting the wider facilities team in its day-to-day operations, when workload permits. Engage with the local teams and vendors supporting the local offices with the logistics of the moves and projects.ResponsibilitiesBuild and maintain effective lines of communication with Client/JLL/Vendors to ensure effective and timely decision making and on time delivery of MACsPrepare and maintain specific reports and trackersSupport the management of dependencies with all teams and ensure resource requirements are metSupport across all parties and input into transparent, factual visibility and communication of progress and points of escalation to key stakeholdersMaintain discretion and confidentiality with regards to all discussed MAC plans and dealingsWork closely with and support the JLL EMEA Technical Project Manager in coordinating all reporting documents for the assessment of MACs, including tracking of Feasibility Reports, Costings and MAC PackagesSeek to continuously improve processes, systems, and overall client satisfactionWork closely with the JLL EMEA Technical Project Manager teams on the planning of future operations and portfolio managementOn receipt of MAC Scope & Drawings, capture details, record on the relevant systems, track progress including due dates and all costs for all workstreamsSupport the EMEA Technical Project Manager team in scoping, defining, planning, and executing of Programs and projects ensuring that all assumptions are validated and quantifiedOn receipt of cost approval (purchase order) raise relevant orders for specialist vendorsPrepare for the regular MAC meetings with all teams by regularly chasing outstanding actionsTake accurate meeting minutes and attendance records and circulateInput and manage MACs on computerised maintenance management system (Corrigo), a key tracking and reporting platformManage access and security arrangements for vendorsTrack all occupancy changes (desk swap, office layout changes), permanently maintain precise recordsCommunicate clearly and professionally with all parties, manage general queries, clarify concerns, and identify solutionsCompile specific and accurate MAC Weekly reports and trackers and handover documents on completion of projectsSupport the management of MACs within the CDM process through preparation and submission of documentation and accurately filing for auditsHealth & Safety ManagementProactively promote a “Safety First” culture in line with the JLL Cardinal Rules of SafetyTo ensure that all employees are aware of Hygiene, Health and Safety policies and procedures and Fire RegulationsCompliance with in-country legislation across the regional officesTo record and report all accidents within the location adhering to location and company proceduresTo ensure all equipment is well maintained and is in good working orderTo ensure that all company procedures and work instructions are fully understood and practised by all employeesWorking LifeThe role will operate across the EMEA portfolioThe main business language spoken is EnglishThe role will report to the EMEA Technical Project ManagerThe role will operate over a 5-day week, Monday to FridayOn occasion there will be a requirement to work weekends or public holidays, this will be arranged in advanceThere may be a requirement to travelDesired Skills & ExperienceAbility to work independently and within a team dynamic, managing multiple priorities and deadlines.Strong and proven analytical, statistical reporting and forecasting skillsGood problem-solving skillsAbility to read and analyze drawings, plans, schedules, schematicsAwareness of EHSExcellent written & verbal communication skills, and proficient with the use of Microsoft Office tools and SmartsheetsClient facing experience in a quality driven environmentExposure within a global corporate organizationSeniority levelAssociateEmployment typeFull-timeJob functionOther #J-18808-Ljbffr