Facilities Coordinator

Location: Via Milano

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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 Coordinator for our Integrated Facility Management business line.

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!

What this job involves:

To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To achieve financial and other SLA's and KPIs established by the Client and the Regional Operations Director and/or sub regional Account Manager. Delivery of services in accordance with the SOW's for Facilities Management, Procurement and Critical Environment.

The Facilities Coordinator must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Customer/Stakeholder Management Providing smooth and satisfactory customer service

Supporting the achievement of all KPIs and SLAs defined in the contract

Operational Management Managing facility management services including:

Operational reporting (KPIs and periodic performance metrics)
Serving as point of contact for landlord and other tenants

Developing and maintaining documentation, procedures and manuals

Coordinating on-demand office moves within facilities team Daily management of the Corrigo helpdesk system for specific locations

Budget and PO management: monthly GRs, accrual reports, etc. (JLL and client's systems)
Conducting site inspections and assessments

Ensuring close and constructive working relationships with all suppliers

Monitoring all commissioned work according to time and quality specifications and ensuring corrections in case of performance deficiencies

Supporting the coordination of repair and maintenance work for office equipment and office supply orders

Team leader for Reception service

Comprehensive fleet management including:

Processing required documentation with client and leasing companies

Providing driver induction and vehicle support services

Coordinating maintenance, repairs and courtesy car arrangements

Managing seasonal tire changes and related documentation

Processing accident reports and insurance documentation

Monitoring fuel invoices and maintaining fuel card records

Recording and updating monthly car usage reporting

Supporting car selection processes according to category requirements

Coordinating vehicle deliveries and collections

Providing specialized support for Director-level vehicles

Managing accident reporting and documentation

Administrative support including:

Management of external storage facility and company product distribution

Stationery ordering and distribution

Taxi service coordination and reporting

Business phone management (approximately 100 SIM cards)
Monthly meal ticket distribution to employees

Document management services including:

Processing incoming/outgoing mail and courier services

Managing archive documentation according to company requirements

Supporting external commissions (banking, postal services, ad-hoc purchases)
Enhanced financial responsibilities:

Preparing and managing annual OPEX FM budgets for JLL and client vendors

Processing PO setup/requests in client financial system

Creating and managing GRs…