Senior Facilities Coordinator

JLL•Cupertino, CA

8d•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. What this job involves: This position serves as Senior Facilities Coordinator responsible for coordinating day-to-day facilities operations while maintaining world-class working environment to create wonderful workplace experience for employees. You will manage both soft and technical services aspects of facility including general employee requests, reception and mailroom, while inspecting buildings to confirm safety standards, identifying, planning, and reporting major areas needs for repair. This role contributes to JLL's business objectives by conducting and operating regular facilities inspections and audits while being responsible for office facilities and office space being well-maintained, ensuring all site documentation are updated, and maintaining JLL's reputation for excellence in corporate real estate services through seamless senior facilities coordination and service delivery with exceptional quality of service as reflected by client feedback while serving as escalation point for complex facilities issues and providing guidance to junior coordinators. What your day-to-day will look like: Manage day-to-day facilities operations by maintaining world-class working environment to create wonderful workplace experience for employees Manage general employee requests, reception and mailroom while inspecting buildings to confirm safety standards, identifying, planning, and reporting major areas needs for repair Conduct and operate regular facilities inspections and audits while being responsible for office facilities and office space being well-maintained Ensure all site documentation are updated while assisting in special events within office Assist with critical out-of-hours issues and participate as key team member in responses to emergency situations when necessary Serve as vendor POC on both soft and hard services for daily operations while coordinating with Facilities Manager, fellow coordinators, HK personnel, landlord personnel and vendors to ensure all tasks will run according to plan Conduct daily walkthroughs to ensure clean and organized office while responding to all work orders in timely manner, ensuring KPI compliance and excellent customer service Identify opportunities for improved operation and service excellence while making recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times 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 Assist in procurement of vendors and services as required for both hard and soft services while providing coordination and support events, meeting and conference facilities as required Provide mentoring and guidance to junior Facilities Coordinators and Technical Facilities Coordinators Serve as escalation point for complex facilities issues requiring senior judgment and decision-making.

Requirements

Advanced experience in facilities coordination role with ability to manage both soft and technical services aspects
Capability to manage day-to-day facilities operations by maintaining world-class working environment
Understanding of managing general employee requests, reception and mailroom
Ability to inspect buildings to confirm safety standards, identifying, planning, and reporting major areas needs for repair
Capability to conduct and operate regular facilities inspections and audits
Understanding of being responsible for office facilities and office space being well-maintained
Ability to assist with critical out-of-hours issues and participate as key team member in responses to emergency situations
Capability to coordinate with Facilities Manager, fellow coordinators, HK personnel, landlord personnel and vendors
Understanding of conducting daily walkthroughs to ensure clean and organized office
Ability to comply with all requirements of client contract and meet or exceed Key Performance Indicators
Strong leadership capabilities with ability to mentor and guide junior coordinators
Advanced problem-solving skills with capability to serve as escalation point for complex facilities issues.

Nice To Haves

Experience managing day-to-day facilities operations by maintaining world-class working environment
Background managing general employee requests, reception and mailroom
Understanding of inspecting buildings to confirm safety standards, identifying, planning, and reporting major areas needs for repair
Experience conducting and operating regular facilities inspections and audits
Knowledge of being responsible for office facilities and office space being well-maintained
Background ensuring all site documentation are updated
Experience assisting in special events within office
Understanding of assisting with critical out-of-hours issues and participating as key team member in responses to emergency situations
Knowledge of serving as vendor POC on both soft and hard services for daily operations
Background coordinating with Facilities Manager, fellow coordinators, HK personnel, landlord personnel and vendors
Experience conducting daily walkthroughs to ensure clean and organized office
Understanding of identifying opportunities for improved operation and service excellence
Knowledge of providing information and direction to vendors, facilities staff and other service providers
Background assisting in procurement of vendors and services for both hard and soft services
Experience with equipment maintenance, landlord relations and management of building access passes
Understanding of updating and maintaining accurate records and official documentation for sites
Knowledge of coordinating site operations in accordance with all agreed policies, procedures and contract scope
Experience mentoring and developing junior facilities coordination staff
Background serving as escalation point for complex facilities matters requiring senior expertise.

Responsibilities

Manage day-to-day facilities operations by maintaining world-class working environment to create wonderful workplace experience for employees
Manage general employee requests, reception and mailroom while inspecting buildings to confirm safety standards, identifying, planning, and reporting major areas needs for repair
Conduct and operate regular facilities inspections and audits while being responsible for office facilities and office space being well-maintained
Ensure all site documentation are updated while assisting in special events within office
Assist with critical out-of-hours issues and participate as key team member in responses to emergency situations when necessary
Serve as vendor POC on both soft and hard services for daily operations while coordinating with Facilities Manager, fellow coordinators, HK personnel, landlord personnel and vendors to ensure all tasks will run according to plan
Conduct daily walkthroughs to ensure clean and organized office while responding to all work orders in timely manner, ensuring KPI compliance and excellent customer service
Identify opportunities for improved operation and service excellence while making recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
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
Assist in procurement of vendors and services as required for both hard and soft services while providing coordination and support events, meeting and conference facilities as required
Provide mentoring and guidance to junior Facilities Coordinators and Technical Facilities Coordinators
Serve as escalation point for complex facilities issues requiring senior judgment and decision-making.