Information Coordinator

JLL•Seattle, WA

2d•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. Transform at JLL as an Information Coordination on a technology client account! You will work with an integrated facilities management team at our clients real estate portfolio managed by JLL. Location: Seattle, WA 98101 Work Schedule: Onsite, 7:30a-4:30p M-F with a 1 hour lunch period Reports to: Assistant Facilities Manager What this job involves: Provides general office support with a variety of clerical activities and related tasks. The Information Coordinator will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties What your day-to-day will look like: Front Desk Duties Greet/ host/ provide support for guests, visitors and employees Answer all in-coming calls Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to an associate’s voice mailbox when the associate is unavailable. Point of contact for all packages/deliveries Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc. Update phone lists Respond and follow through to requests for information and communicate with all levels of management with minimal supervision. General Office Duties Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.) Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup Order, maintain and organize all kitchen and office supplies Resolve problems associated with all building services including janitorial, mailroom, copier services, parking, badging, and conference rooms. Assists with the coordination and scheduling of office/building maintenance activities Physical work requirements and work conditions This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary

Requirements

High School Diploma or equivalent
One (1) + years of relevant administrative work experience in the commercial property or facilities management industry
Excellent customer service and relationship building skills
Strong organizational, interpersonal and communication skills
Working knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping and database software working knowledge of audio-visual equipment located in the conference rooms
Strong client service orientation with the ability to provide information and respond to questions from groups of managers, customers, and the Vendors.
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
Ability to respond to common inquiries or complaints from clients, co-workers, vendors, contractors and supervision.

Nice To Haves

Military service or college education in facilities, property, business or related is desirable
Corrigo CMMS exposure is desirable
Three (3) years administrative/facilities experience supporting multiple people preferably in the commercial real estate industry

Responsibilities

Greet/ host/ provide support for guests, visitors and employees
Answer all in-coming calls
Answers telephones and directs the caller to the appropriate associate.
Will transfer a caller to an associate’s voice mailbox when the associate is unavailable.
Point of contact for all packages/deliveries
Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
Update phone lists
Respond and follow through to requests for information and communicate with all levels of management with minimal supervision.
Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.)
Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup
Order, maintain and organize all kitchen and office supplies
Resolve problems associated with all building services including janitorial, mailroom, copier services, parking, badging, and conference rooms.
Assists with the coordination and scheduling of office/building maintenance activities