Facilities Coordinator

2 months ago

Toronto, Canada JLL Full time

JLL supports the Whole You, personally and professionally.

We are seeking a diligent and detail-oriented Facilities Coordinator to join our team. As a Facilities Coordinator, you will play a vital role in ensuring the overall functionality and efficient operations of our facilities. Your primary responsibility will be to assist with the coordination and execution of various facility management tasks to ensure the seamless day-to-day operations of our premises.

**Responsibilities**:
Oversee daily work order review; follow up on work orders to ensure successful service delivery and customer experience
Respond to any reactive maintenance and repair requirements in a timely manner.
Schedule and manage vendor performance of all Preventative and Recurring Maintenance activities for assigned properties
Manage various other vendors as necessary.
Maintain liaison with facilities technicians and other management regarding work execution.
Manage and maintain facility management tasks as assigned
Execute and document preventative maintenance processes in your office.
Assist with small facilities refurbishment and improvement projects locally and partner with your office managers to execute and communicate about the work.
Confidently prioritize projects and maintenance issues to ensure work gets resourced and completed in a timely and successful manner.
Maintain a detailed database of Client’s operations, equipment, furniture, rules and regulations and work order processes.
Manage and process all facilities related invoices ensuring they are paid in a timely manner.
Document & track all facilities expenditures within your assigned offices.
Assist with quarterly facilities budgets.
Manage facilities work order tools such as Corrigo
Interface with property owners, property management staff, and their systems to ensure space is safe, clean, and functional.
Develop ongoing relationships with building management, building engineers and service providers (ranging from General Contractors to Furniture vendors to Pest Control).
Assist in meeting or exceeding Site KPIs
Be prepared to cover responsibilities during team vacations and as attendance increases for team or company events.
Occasionally be on-call for weekend/evening/morning facilities projects and emergencies
Develop and leverage positive working relationships with cross-functional teams.
Be responsible for answering, monitoring, and closing office work orders and tickets in a timely manner.

**Communication and Relationship Coordination**:
Cultivate and maintain a positive working relationship with client representatives, service providers, and property management staff at each assigned property. Provide accurate and prompt assistance to all customer inquiries and requests with a commitment to maintain a spirit of hospitality
Act as an interface with the client / sites remotely
Ensure appropriate and prompt follow up with customers, technicians, and vendors
Interface with Vendors including providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with mínimal disruption. Provide Vendor Coaching on Corrigo.

Systems Administrator Duties
Responsible for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives
Manage the JLL Corrigo work order process, systems and associated data continuity, as it specifically relates to central and facility management/reporting and maximizing Corrigo capability
Manage operations to mitigate operational risk
Support the development and production of monthly, quarterly, annual, and ad-hoc account reporting. Reports include work order activity, scheduled maintenance, service level compliance, labor reporting, project reporting, incident reporting and training

Skills & Qualifications
2-3 years experience in facilities operations or similar field.
Proven project management experience and prioritization skills.
Great vendor management skills.
Superior customer service skills and a strong orientation to provide exceptional JLL customer experience
Ability to maintain professionalism under stressful situations
Ability to plan and manage work under time constraints
Ability to multitask and work without direct supervision
Strong written, verbal and people skills
Strong organizational skills and collaborative style
Have capability of customizing administrative reports
Experience using facilities ticketing tools.
General computer skills. Google suite & excel knowledge is a plus
An appreciation for order with a healthy dose of flexibility.
Excellent independent decision making skills and obsessive attention to detail.
Can-do attitude and the ability to solve a wide variety of problems creatively and quickly.

Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive cultu

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