Facilities Coordinator

2 weeks ago

Toronto, Canada JLL Full time

JLL supports the Whole You, personally and professionally.


Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

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.

WHAT YOU’LL DO

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 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. 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 minimal disruption. Provide Vendor Coaching on Corrigo. 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

WHAT WE’RE LOOKING FOR

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.

WHAT’S IN IT FOR YOU

Join an industry leader and shape the future of commercial real estate Comprehensive and competitive benefits plan A supportive, caring and diverse work environment designed for your growth and well-being

Location:

On-site –Toronto, ON

Job Tags:

Hiring

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

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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