Facilities Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and 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.   

Overall Role

The Facilities Coordinator will lead the day-to-day client activities for the assigned property/facility and be the on-site key point of contact for key stakeholders and/or client. The role will assume overall responsibility for site budgets, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and helpdesk

Administrative Duties

• Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists
• Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare work stations, provide welcome material and updating appropriate employee databases
• Confirm the receipt of and verify accurate invoicing for deliveries, goods and services
• Assist in monthly reporting as well as QBR’s
• Other duties as assigned by supervisor

Facilities Service

• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintains inventories on all general office aupplies, facilities equipment and supplies 
• Assist with vendor selection, order special deliveries and coordinate vendor services
• Review and resolve outstanding ticket requests in line with set KPI
• Co-ordinate vendors where required
• Minor project management
• Move/Add/Chang
• Manage and implement Preventative Maintenance Program and ensure compliance
• Ensure managed site/risk compliance
• Financial Management of budget and processing of vendor invoices in line with account processes   
• 24/7 emergency call support and site attendance is required
• Ensure escalation procedures and incident reporting procedures are implemented and in place
• Focus on the refined operation of office support services, specifically catering management, office supply chain optimization, and high-volume financial document reconciliation. This role requires exceptional attention to detail and strong data processing capabilities to ensure cost control (Savings) and accurate service delivery.

Relief Reception Duties

• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails and public inquiries
• Post-conference room schedules, notices, and office communications as needed
• Other duties as assigned by supervisor

 EHS

• Understand and comply with all EHS arrangement or instructions
• Report any failings in EHS arrangements to line manager
• Ensure strict compliance with EHS policies
• Report all incidents within specified timeframes
• Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Where applicable, induct vendors to site specific situations and keep records
• Work closely with Corporate Security on safety and security questions or concerns
• Other duties as assigned by supervisor
• Oversee client Fire Warden/First Aid program

Corrigo System

• Maintenance and support on site WO in Corrigo
• Support AFM to keep WO in SLA to ensure KPI score
• Support CLIENT receiving system, in-direct receiving and BPCS

Candidate Specification:

• Associate degree or above; background in Accounting, Administration, or Logistics Management preferred
• Experience in high-intensity data processing, maintaining high accuracy in high-concurrency scenarios (e.g., handling hundreds to thousands of documents daily)
• Detail-oriented and calm under pressure, able to handle repetitive tasks with zero-error requirements.
• Previous facilities experience in a corporate environment
• Strong customer focus
• Strong PC literacy and proven ability to manage daily activities using various systems, including the internet and email functions Intermediate/Advance Word, Excel, PowerPoint skills
• Strong communicator, also an active listener
• Passion for quality – has an eye for detail to make sure the best delivery of service
• Self-motivated, confident and energetic
• Ability to effectively deal with stressful situations
• Flexible - able to adapt to rapidly changing situations
• Is a team player – able to cooperate and work well with others to meet targets

Location:

On-site –Shanghai, China

Job Tags:

Facility Operations, Guest Service

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!

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.

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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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.