Facilities Coordinator

Main Purpose

• To proactively support the Facility Manager and Hub Manager in the day‑to‑day delivery of all facility management related functions and, when needed, also cover the main switchboard activities and the running of the Reception and associated services, acting as the first point of contact for suppliers, vendors and office employees.

• Provide exceptional customer service, foster community and collaboration, and support various workplace initiatives.
• Process invoices without delay and within deadlines, as instructed by the Finance Department.
• Maintain the office: ensure the space is organized and all equipment (AC, lights, electrical, cafeteria equipment, desks, chairs, door issues, etc.) is in proper condition.
• Help achieve customer satisfaction by delivering high‑standard services, paying attention to detail, identifying and implementing improvements in FM services, and ensuring timely rollout of any EMEA initiatives.
• Provide excellent customer service to employees and visitors, responding to inquiries, providing information, and addressing concerns promptly and professionally.

• Operations and Building Management: engage stakeholders proactively to ensure on‑site client expectations are met; serve as the key point of contact for Facilities and staff support.
• Office cleanliness: oversee and report cleanliness throughout the office, pantries, etc., including janitorial, stationery, post/courier, engineering, and cleaning services.
• HSE: ensure a safe and engaging environment for colleagues and clients by identifying risks during regular site inspections and documenting them in site inspection audit reports.
• HSE: ensure all escape ways are unobstructed and that material and goods are stored per instruction, respecting safety recommendations for storage.
• HSE: maintain an up‑to‑date chemical list for all on‑site chemicals and ensure only trained staff handle them.
• Ensure the JLL HSSE contractor management process is followed when vendors attend the site.
• Data Quality: log, monitor, and update all issues, requests, reactive tasks, and planned tasks for office/facilities in the Corrigo ticketing system.
• Regularly meet with the client to update and gather feedback on ongoing FM issues affecting the site and to understand client activities that might influence FM operations.
• Communicate and cooperate with the landlord when necessary and required.
• Act as the landlord's main contact, maintain building procedures and performance measures, and support cleaning and H&S audits.
• Regularly meet with the Regional Facilities Manager to update on FM issues and understand client activities that might influence operations.

• Regularly meet with vendors, monitor activity, and keep written documentation of meetings and topics discussed.
• Ensure RAMS are provided.
• Update audit scorecards and Jagger scorecards; ensure vendors are aligned with JLL procedures and protocols.

• Process invoices without delay and within deadlines, as instructed by the JLL Finance team; ensure JLL financial processes are followed at all times.
• Raise Purchase Orders (POs), regularly review accruals and open POs, and take necessary actions to receive, close or cancel all open POs and balances – annual and reactive POs (new Poland).
• UMLV reporting and updates to ensure weekly match to opened POs (new Poland).
• Match GR’d invoices to POs and manage quarterly forecasts.
• Review Capex and Opex budgets.

• Take initiative in daily tasks, maintain a pro‑active attitude, and share knowledge with peers.
• Communicate professionally, considering the audience.
• Respond to requests and e‑mails in a timely manner.
• Provide front desk coverage as required; meet and greet all entrants in a warm, professional, and polite manner.
• Badge management: remote owner where physical security is not active; tag, control and create access cards per client request.
• Visitor management – use Envoy and work with the client’s physical security protocols to ensure records and data entry for guests/contractors are completed.
• Access control with building management for requested and approved access.

Location: London, G

Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.