Facilities Coordinator

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.

DUTIES & RESPONSIBILITIES

To deliver high quality, prompt and courteous Facility Management services in support of Client's business needs in a safe working environment.

• Facility management

• Ø Assist to monitor the Office Facilities & Critical Environment
• Ø Assist to report and schedule contractors for preventative maintenance to limit the downtime for all critical equipment.
• Ø Assist to deal with emergency and arrange ad-hoc repair
• Ø To follow established escalation procedures and incident reporting procedures
• Ø Update and maintain data in the work order System and other Facility Management system

• Office equipment & environment management

• Ø Assist FM/FO to ensure all office equipment, including photocopiers, fax machines, paper shedders etc. are in good working order and consumables are replenish timely
• Ø Assist FM/FO to ensure a good office environment, including arranging office ad-hoc repair, monitoring landscaping service and cleaning service
• Ø Assist in conducting regular workplace health and safety inspections to identify potential hazards.
• Ø Assist in organizing fire drills and fire safety training
• Ø Ensure compliance with local regulatory requirements regarding workplace safety and environmental standards
• Ø Conduct periodic inventory checks for office supplies, pantry items, and emergency kits to prevent stockouts
• Ø Coordinate the disposal or recycling of obsolete assets in accordance with company policies

• Vendor management

• Ø To assist client/FM to bid the contractors.
• Ø Understand clients' needs.
• Ø Assist to evaluate the contractors’ service performance.

• Customer Service / Client Relationships

Ø To arrange office soft service. To purchase office consumption (paper, stationery and pantry stuff etc.) and deal with printing materials. To report and submit purchase request for client approval, purchase from approved supplier and ensure they are delivery on time with accurate quantity.

Ø To handle confidential document destruction and document archiving.

Ø Keep good communication with clients.

Ø Coordinate and support Global Souring in related purchasing & services.

Ø Ensured Key Operations Procedures are followed to ensure service standards are maintained

Ø Provide on-site support for internal events or client visits to ensure smooth operations

• Payment/ billing management

• Ø Assist to receive and verify the monthly statement. Allocate the expenses and prepare reports to client.
• Ø To assist client/FM to do accrual.
• Ø To assist update premise pool/general pool allocation key on monthly basis.

• Space management

• Ø Assist to provide daily seat occupancy to support space management on monthly basis.
• Ø Assisted FM team to seek ways to constantly reduce costs and improve operational standards
• Ø Keep good communication with landlord and have the monthly meeting with Landlord.
• Ø To assist client/FM to do report work, including monthly report and CEM KPI review etc.
• Ø Supervise the receptionist, tealady and security guards
• Ø Back up receptionist when necessary (during lunch time and leave)
• Ø Assist client/FM to do restacking or relocation of staff.
• Ø Any other duties assigned by the client / FM.
• Ø Monitor energy consumption patterns and assist in implementing energy-saving initiatives.
• Ø Client satisfaction

General Requirements

• University degree
• Relevant experience in managing facilities preferred
• Strong interpersonal and communication skills
• Proficiency in English (spoken and written)

Location

On-site –Nanjing, JS

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.