Facility Coordinator

JLL•Chicago, IL

2d•Onsite

About The Position

The Facility Coordinator will provide support to the client site and the Facilities Management team with operational activities in maintenance, vendor oversight, supplies management and proactive development and maintenance of client relationships, ensuring that expected service levels are achieved.

Requirements

Experience with visitor management systems
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services.
Proficiency in a range of information technology tools and platforms, including Microsoft Office suite programs.
Excellent communication, organization, writing, client relations, inventory management, and problem-solving skills.
Ability to work independently with little supervision and effectively deal with customer feedback, ensuring a positive and satisfied client experience.
Self-motivated; confident, energetic, personable, and adaptable based on manager and client needs.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Prior experience in facilities, property management, hospitality, or related fields preferred.
College degree preferred.

Responsibilities

Greet and direct all visitors, providing necessary orientation to visitors, employees, and contractors.
Perform other duties that may include but are not limited to: reception and guest services support, equipment maintenance and procurement, client relationship management and building safety support.
Maintain detailed records and documentation of all visitor activity.
Actively support an environment of teamwork, inclusion, performance excellence and overall team success.
Conduct daily walkthroughs of office spaces, including business centers and connection cafés, to ensure cleanliness, organization and proper supplies management.
Respond to all work orders in a timely manner, ensuring KPI compliance and excellent customer service.
Identify opportunities for improved operation and service excellence, making recommendations for cost savings and/or best practices.
Assist with ongoing site inspections and assessments to ensure all building procedures and performance measures are always maintained, thus ensuring safe work conditions for both JLL and client employees.
Report any deficiencies by submitting work orders, identifying areas of concerns and assisting with tracking repairs.
Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work with minimal disruption to client operations.
Assist in the procurement of business center and connection café supplies, ensuring proper inventory management and timely procurement of products.
Provide coordination and support for events and meetings in conference facilities as required, owning the responsibility of becoming the go-to individual as a workplace ambassador.
Ensure AV equipment is functioning properly and provide support for conference room systems.
Update and maintain accurate records and official documentation for the operations of the workplace services department at the site(s), including facilities management, reception services, and overall building operations.
Provide information and documentation for content such as client web pages and/or the client facility manual.
Collaborate with parties such as mail services, building security, property management, IT/multimedia services, and other support teams as part of routine activity.
Assist Front Desk, Receptionist, and FM team with room reservation and event coordination to ensure client needs are met within guidelines of service scope.
Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.
Deliver an exceptional quality of service, as reflected by client feedback.
Monitor shared email inboxes to provide prompt and thorough correspondence to client inquiries.
Coordinate site operations in accordance with all agreed policies, procedures, and client expectations.