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Our people at JLL and JLL Technologies 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.   

We are looking for a Facilities Coordinator for our Integrated Facility Management business line.

If you're looking to step up your career, JLL is the perfect professional home. At JLL, you'll have a chance to innovate with the world's leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You'll also make long-lasting professional connections through sharing different perspectives, and you'll be inspired by the best. We're focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!

What this job involves:

To provide comprehensive facility, contract and procurement management with a focus on continuous improvement. To achieve financial and other SLA's and KPIs established by the Client and the Regional Operations Director and/or sub regional Account Manager. Delivery of services in accordance with the SOW's for Facilities Management, Procurement and Critical Environment.

The Facilities Coordinator must be a team player and work with other members of the team to meet all key performance indicators as set out in the management contract.

Customer/Stakeholder Management

Providing smooth and satisfactory customer serviceSupporting the achievement of all KPIs and SLAs defined in the contract

Operational Management

Managing facility management services including:Operational reporting (KPIs and periodic performance metrics)Serving as point of contact for landlord and other tenantsDeveloping and maintaining documentation, procedures and manualsCoordinating on-demand office moves within facilities teamDaily management of the Corrigo helpdesk system for specific locationsBudget and PO management: monthly GRs, accrual reports, etc. (JLL and client's systems)Conducting site inspections and assessmentsEnsuring close and constructive working relationships with all suppliersMonitoring all commissioned work according to time and quality specifications and ensuring corrections in case of performance deficienciesSupporting the coordination of repair and maintenance work for office equipment and office supply ordersTeam leader for Reception serviceComprehensive fleet management including:Processing required documentation with client and leasing companiesProviding driver induction and vehicle support servicesCoordinating maintenance, repairs and courtesy car arrangementsManaging seasonal tire changes and related documentationProcessing accident reports and insurance documentationMonitoring fuel invoices and maintaining fuel card recordsRecording and updating monthly car usage reportingSupporting car selection processes according to category requirementsCoordinating vehicle deliveries and collectionsProviding specialized support for Director-level vehiclesManaging accident reporting and documentation

Administrative support including:

Supplier Master File maintenanceManagement of external storage facility and company product distributionStationery ordering and distributionTaxi service coordination and reportingBusiness phone management (approximately 100 SIM cards)Courier invoice verificationMonthly meal ticket distribution to employeesDocument management services including:Processing incoming/outgoing mail and courier servicesManaging archive documentation according to company requirementsSupporting external commissions (banking, postal services, ad-hoc purchases)Enhanced financial responsibilities:Preparing and managing annual OPEX FM budgets for JLL and client vendorsProcessing PO setup/requests in client financial systemCreating and managing GRs in client's financial systemsSupporting vendor invoice management and cost center allocationManaging client vendor master fileMeeting room management:Ensuring appropriate setup and layout for meetings and eventsCoordinating technology and catering needs for company eventsPerforming regular checks of meeting rooms throughout the dayWaste management and recycling:Ensuring proper document shredding and waste segregationSupporting client's Green policy implementationCoordinating collection of special waste items (toners, etc.)

Environmental, Health & Safety responsibilities:

Participating in the Emergency Team and coordinating fire drillsEnsuring compliance with client GRMS & legislationCompiling monthly OH&S reports (client/3rd party data)Supporting sustainability initiatives to reduce energy, water and wasteParticipating in GREENiQ Programme and AER data collectionConducting regular auditsEnsuring compliance with JLL regulations, legal requirements, and customer guidelines for all services commissioned by JLL

Job Profile

Initial professional experience in facilities management or a comparable professional environmentStrong customer and service orientationProblem-solving skillsPlanning and organizational skillsConfident oral and written communication skillsProficient use of Microsoft Office toolsItalian and English proficiency (spoken and written)

Our Offer

International working environmentAn attractive salaryOpportunities for advancement and developmentLots of interaction with your customers and experienced colleaguesThe security of a large company and long-term cooperation

#LI-FT1

Location:

On-site –Milano, ITA

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

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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 accomodationrequest@am.jll.com. 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.