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.
Multi Site Facilities Coordinator
Dublin Based
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 92,000 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 honoured to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
The Facilities Coordinator will be responsible for but not limited to the following typical activities
Client/Stakeholder Management
Provide superior customer service to meet on-site client’s expectations
Become a go to person for third party vendors
Procurement & Vendor Management
Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
Assist in the procurement of vendors and services as required
Assist in the on-boarding and vetting process of new vendors
Ensure all documentation is received in a timely manner
Finance Management – multiple sites
Oversight of financial processes for third party management to ensure that all financial management requirements are completed in a timely and accurate manner
Ensure prompt and accurate management of purchase orders in JDE
Good’s receipting of third party invoice
Review of site monthly finance reports with local JLL Team
Liaise with third party vendors to ensure correct invoice delivery dates and reporting of same
Follow up and communicate with third party vendors in relation to overdue invoices, credit notes, PO anomalies etc.
Health & Safety Management
Collation & upkeep of site folders and statutory compliance documentation
Assist in conducting regular audits to ensure safety procedures on site are in place and working
Assist in carrying out safety procedures when needed
Assist in vendor integration to the JLL safe system of work platform
Ensuring all client required permits and documentation are acquired as per client procedures
Complete JLL training as assigned by management
Adherence to ENHESA compliance system
Liaise with local JLL teams in relation to JLL Work Safe platform and Compliance Process and Procedure
Site Operations Management
Assist in the implementation of Industry Best Practice operations
Provide support for regular reporting packages – 360 management
Ownership of reactive WO completion, to ensure SLA compliance
Coordination of the annual PPM planner
Maintain Share point documentation in an appropriate manner
Conduct floor audits to ensure standards are maintained at all times
Maintain premises in neat and good working condition at all times
Seek ways to constantly reduce costs and improve operational standards
General Administration of contract in line with FM requirement
Risk Management
Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
Assist in the collation and preparation of FM Audit and reporting documentation
Assist in the implementation and management of property risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans
Follow established escalation procedures and incident reporting procedures
Achieve Key Performance Indicators and Service Level Agreement targets
Ownership of reactive work orders performance to ensure compliance
Sound like you? To apply you need to be able to demonstrate the following skills and experience: Prior experience in facilities, property management, hospitality or related field (preferred)
Superior administration skills and attention to detail
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively
The ability to effectively deal with stressful situations
The ability to work independently
You also need to be:
Self-motivated; confident & energetic
Flexible – able to adapt to rapidly changing situations
Goal-oriented – able to focus on meeting all performance targets
A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)
Critical Competencies for Success
Able to cooperate and work well with others to meet targets
Support the team effectively as and when needed
Proven ability to commit to flawless execution while complying with firm’s procedures and standards
Demonstrate and ensure to instil a culture in the team that match our ‘I am JLL’ core behaviours and values
Proven ability to manage multiple and complex operational matters on a daily basis
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
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 recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
