Workplace Coordinator

About This Role

The Workplace Coordinator provides general office and facilities support with a variety of activities, audits and workspace-related tasks, exhibiting strong customer relationship/communication skills. Single point of contact for landlord queries and escalations. 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.

The Facilities Coordinator is responsible for representing the client and JLL in the local and regional business and real estate community.

Workplace Management

• Administration and monitoring of general maintenance within the facility
• Coordinate service visits with property management representatives and vendors
• Provides hospitality and support for guests, visitors, and employees at client location
• 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)
• Works with all internal departments such as IT, Security, ….
• Detailed inspections to discover all issues and assign tickets
• Proactive in finding improvements and following through on a plan to complete
• Identify costs saving ideas on a monthly basis
• Coordinates special events in support of client or CRE

Vendor and Supplier Management

• Manage Facilities contracts on behalf of the client as managing agent
• Coordinate discussions with selected vendors or suppliers regarding goal setting, performance criteria, and performance review

Relationship Management

• Single point of contact for all landlord queries and escalations
• Local point of contact with client’s IT team
• Local contact with the data centre providers – HVAC, UPS, Communications
• Local contact with security, provide print login credentials

Account Performance

• Develop and maintain strong and healthy relationships with the client and landlord
• Ensure client satisfaction with delivery of facility management services and provide a lead role in monitoring and increasing customer satisfaction
• Administration and monitoring of general maintenance within the facility
• Provides hospitality and support for guests, visitors, and employees at client location
• 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)
• Detailed inspections to discover all issues and assign tickets
• Proactive in finding improvements and following through on a plan to complete

Qualifications Skills, Experience & Qualifications Skills

• Excellent interpersonal, communication and organisational skills
• Outstanding customer service skills,
• Ability to work independently and part of a remote team
• Ability to multitask and work without direct supervision
• Always maintain professionalism
• Proficient in MS Office and possess excellent written and verbal communication skills

ompetencies

• Strong communicator
• Passion for quality
• Self-motivated; confident & energetic - excellent time keeper
• Able to work independently and use own initiative
• Ability to operate in a fast-paced environment
• Flexible
• Exhibits honesty & trustworthiness, open to new ideas & willing to challenge status quo
• Fluent in French and English (written and verbal)

Experience

• At least 2 years’ experience working in facilities/property management or a related field
• Knowledge of real estate, telecommunications, furniture, accounting and building systems
• Excellent organisational skills
• Strong interpersonal skills with training experience to guide multi-functional teams
• Excellent PC skills, proficient in Microsoft Word and Excel
• Interest in continuous improvement and development of new technologies
• Hospitality Backgrounds is a plus