Facilities Coordinator

2 months ago

Toronto, Canada JLL Full time

JLL supports the Whole You, personally and professionally.

**Responsibilities**:
**Mail**:
Sort and collate mail
Dispose of junk mail
Sort mail, such as returned letters, adjustments, bills, orders, and payments
Resolve issues with incorrect, returned mail
Arrange for pickup of outgoing mail
Stamp mail with postage meters
Fold letters, circulars or other documents and insert into envelopes for distribution
Record registered mail
Place mail in proper buckets for distribution
Process outgoing shipments (Fed-Ex, UPS, DHL, and USPS)
Weigh mail to determine correct postage
Place mail in metal bins and carry to departments for distribution
Operate forklift and electronic pallet jacks as needed
Unload mail from trucks
Perform hospitality services and minor housekeeping items
Provide reception relief as needed
Ensure office is adequately stocked with mail supplies
Stock copy rooms and printing devices
Provide support for small office moves
Set up and tear down conference rooms
All other duties and tasks assigned

**Facilities**:
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.
Cross-train in all avenues of Office Experience teamwork (including Logistics and Purchasing, Events and Programs, etc.)
Maintain liaison with facilities technicians and other management regarding work execution, necessity of altering schedules and manpower status
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 CMMS
Provide general overall facility management services including continuous monitoring of office/facility

**Workplace**:
Manage and maintain small facility management tasks as assigned
Coordinate/support client events
Set up and break down events
Manage vendors to ensure flawless execution of services
Provide support for meetings and conference room reservations as needed and directed
Receive/setup food deliveries
Maintain office supply par levels, monitor office supplies, order and replenish office supplies as needed
Act as an interface with client, visitors and guests
Ensure appropriate follow up with customers
Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with mínimal

**General**:
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.

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 culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recog

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