Admin Support Coordinator

JLL•Spartanburg, SC

1d•$55,000 - $65,000•Onsite

About The Position

JLL empowers you to shape a brighter way. Our people at JLL 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. Provides general office and facilities support with a variety of activities, audits and workspace-related tasks, exhibiting strong customer relationship/communication skills. Works collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation. Successfully coordinates the resolution of problems associated with all building services including but not limited to small projects, working with vendors, workspace resources, as well as interior and exterior furnishings, fixtures and equipment. Ensures delivery of committed services and overall satisfaction with JLL performance. Demonstrate proactivity, responsiveness and creativity in finding solutions for service delivery. Workspace Operations Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all works within the office Work within JLL and Client CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs) Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved Setup surge spaces according to the requests make by client office coordinators. Setup desks, post signs and ensure the space is prepared according to team needs Coordinates special events in support of client or JLL Light maintenance work which would include hanging pictures, white boards, ceiling tiles, etc. Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc. JLL Vendors and Suppliers Collaborate with JLL sourcing team on national and regional sourcing opportunities to define scope, coordinate supplier walk-through, and manage national and regional supplier performance at property level Manage and support existing contracts for facilities within your geographical areas Coordinate discussions with selected vendors or suppliers regarding goal setting, performance criteria, and performance review Properties, Projects & Employee Onboarding Resolves problems associated with all building services including janitorial, conference rooms, workstation as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service Assist with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA) Establish strong relationships with property management and landlords. Coordinate service visits with property management representatives and vendors Detailed inspections of buildings to discover all issues and assign tickets Ensure that facilities are in compliance with applicable building, health, safety, and fire codes and regulations Create and implement site operational rules and standard operating procedures. Identify opportunities for improved operational standards Proactive in finding improvement projects and following through on a plan to complete projects Complete short and long-term projects for the client Ensure all work completed stays within the prescribed budget for each facility Find and implement costs saving ideas on a monthly basis Account Performance Proactively develop and maintain client relationships Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction Complete all reports at their scheduled intervals (weekly, monthly, quarterly) Accomplish key performance indicators as identified by the Account Manager Supports requests associated with JLL management, operations and financial audits Assists management and JLL team with operational reporting, budgeting, financial audits, and purchasing as necessary

Requirements

2+ years of experience in facilities/property management or a related field
Knowledge of facilities maintenance work with ability to discuss projects and tasks with JLL team, maintenance team, and/or vendors
Excellent interpersonal, communication, organizational and management skills
Ability to quickly provide executive summaries of problems and solutions to JLL and client management
Computer proficiency with MS Office and Computerized Maintenance Management Systems (CMMS)
Experience working within budget and time constraints
Understanding of commercial leases and contract documents
Ability to multitask and work without direct supervision
Pays attention to details.
Makes a conscious effort to understand causes instead of just the effects
Capacity to deal with ambiguity and solve complex problems effectively
Working in a fast-paced environment
Knowledge of real estate, telecommunications, furniture, accounting and building systems
High school diploma or equivalent is required.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

College is preferred but not required
Industry experience either in the corporate environment, third party service provider or as a consultant is preferred but not required.
The hiring team places a strong emphasis in finding a diligent and motivated individual with excellent customer service skills who excels at using all forms of technology to quickly resolve client needs

Responsibilities

Provides general office and facilities support with a variety of activities, audits and workspace-related tasks, exhibiting strong customer relationship/communication skills.
Works collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
Successfully coordinates the resolution of problems associated with all building services including but not limited to small projects, working with vendors, workspace resources, as well as interior and exterior furnishings, fixtures and equipment.
Ensures delivery of committed services and overall satisfaction with JLL performance.
Demonstrate proactivity, responsiveness and creativity in finding solutions for service delivery.
Works with all internal departments such as IT, Security, Kitchen, Real Estate to ensure all works within the office
Work within JLL and Client CMMS systems to claim tickets and ensure all issues are completed within the defined Service Level Agreements (SLAs)
Convert requests outside of CMMS systems (phone calls, text, email, etc.) into tickets that can be tracked and resolved
Setup surge spaces according to the requests make by client office coordinators.
Setup desks, post signs and ensure the space is prepared according to team needs
Coordinates special events in support of client or JLL
Light maintenance work which would include hanging pictures, white boards, ceiling tiles, etc.
Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
Collaborate with JLL sourcing team on national and regional sourcing opportunities to define scope, coordinate supplier walk-through, and manage national and regional supplier performance at property level
Manage and support existing contracts for facilities within your geographical areas
Coordinate discussions with selected vendors or suppliers regarding goal setting, performance criteria, and performance review
Resolves problems associated with all building services including janitorial, conference rooms, workstation as well as interior and exterior furnishings, fixtures and equipment, printers and meal/snack service
Assist with the coordination and scheduling of maintenance activities to ensure completion within the defined Service Level Agreement (SLA)
Establish strong relationships with property management and landlords.
Coordinate service visits with property management representatives and vendors
Detailed inspections of buildings to discover all issues and assign tickets
Ensure that facilities are in compliance with applicable building, health, safety, and fire codes and regulations
Create and implement site operational rules and standard operating procedures.
Identify opportunities for improved operational standards
Proactive in finding improvement projects and following through on a plan to complete projects
Complete short and long-term projects for the client
Ensure all work completed stays within the prescribed budget for each facility
Find and implement costs saving ideas on a monthly basis
Proactively develop and maintain client relationships
Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction
Complete all reports at their scheduled intervals (weekly, monthly, quarterly)
Accomplish key performance indicators as identified by the Account Manager
Supports requests associated with JLL management, operations and financial audits
Assists management and JLL team with operational reporting, budgeting, financial audits, and purchasing as necessary