Facilities Coordinator

JLL supports the Whole You, personally and professionally. **Job Summary**: To ensure a superior level of customer care, professionalism, and engagement while fostering a positive experience for all Rolls-Royce Solutions employees, visitors, and callers. Demonstrate exemplary leadership by overseeing Front of House, Mobile Engineering, cleaning, landscaping, and sub-contractor visits, while also providing invaluable administrative support to Rolls-Royce Solutions departmental functions Key Responsibilities Overall accountable for ensuring the provision of JLL facilities services to a high standard and in a timely manner on a daily basis, with direct supervision of the Front of House and Cleaners with supervision of Mobile Engineer while on-site (Mobile Engineer reports directly to Facilities Manager) Serve as the primary point of contact for Rolls-Royce Solutions facilities issues on-site and escalate them to the Facilities Manager as required. Maintain, regularly review, and update facilities processes and working instructions to ensure continuous improvement. Deputise for Front of House during absences. Site accountabilities **HSQE Department Functional Support**: HSQE Notice board updates Create Noticeboard updates from Intelex data Print out relevant Shared Learning Board HSQE Screen Presentation Prepare HSQE screen presentation, based on notice board updates including new video graphics Convert to MP4 and send to FOH for update on the screens shown Facilities, Utilities & Waste Data East Grinstead Collect and document the Waste and Facilities data each month check and collate into facility spreadsheet Contact Waste companies to request data as part of this, and confirm collections with Production Seek utilities invoices from providers / liaise with Finance File all WTN and match with the "Part E" returns Facilities, Utilities & Waste Data Heybridge Collect and document the Waste and Facilities data each month check and collate into facility spreadsheet Contact Waste companies to request data as part of this, and confirm collections with Production Seek utilities invoices from providers / liaise with Finance File all WTN and match with the "Part E" returns Look to enter the data collated into Intelex for Heybridge site Document Management To manage Document reviews, sending quarterly reminder of those requiring review / update To upload the updated documents to the HSQE SharePoint site and publish, removing the old documents in the process To update the master document list Off Site Archiving To support the process of document management, retention and disposal of documents stored at the off-site archive To arrange collection of documents for off-site storage (and retrieval should they be required) Support the management of UK Assets & their maintenance To use Evalu8 as a tool to track and remind asset owners in their management of the maintenance and inspection of UK Assets To support asset owners in completing this, ensuring that maintenance is completed, documented and non-maintenance is escalated To set up any new assets needing management in Evalu8 - as instructed by RRS UK To collate data on the Asset status - for inclusion into monthly Quality meetings / BU meetings and Management Meeting where applicable PPE ordering To support the management an allocation of Spare clothing / workwear / PPE etc To conduct quarterly stock check of items on site **HR Department Functional Support**: Raising Purchase Orders Booking training including the coordination of attendee’s Booking meetings Updating and writing HR processes and working instructions, and publishing on the Rolls-Royce Solutions internet SharePoint Updating policies Updating LiveWell notice boards at East Grinstead **General Office Functional Support**: PPE collation for Production Tour visits on behalf of Directors/MD Tesco kitchen supplies Delivering the weekly Tesco order for Unit 29 upstairs welfare facilities Raising Purchase Orders **Person Profile**: Ability to inspire and lead a team Strong verbal and written communication skills to interact with team members, Rolls-Royce Solutions UK Ltd employees and external parties Exceptional organisational and time-management skills to handle multiple tasks and deadlines Flexibility to adapt to changes in priorities and resolve unforeseen issues efficiently Sound judgment and decision-making capabilities, especially under pressure Ability to build and maintain positive relationships with colleagues, customers and external parties A proactive approach to finding new ways to improve JLL facilities services processes, standard of delivery and efficiency Excellent problem-solving abilities and attention to detail **Personality / Job Skills**: Full and Clean Driving Licence Proven ability to manage and lead a team effectively Must have a good understanding/appreciation of Health & Safety. **Computer Skills**: Computer literate with good keyboard skills. Proficient in MS Office, particularly Word, Exc