JLL empowers you to shape a brighter way.  

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.   

Facilities Coordinator - Integrated Facility Management

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

If you're looking to advance your career, JLL is the ideal professional home. At JLL, you'll have the opportunity to innovate with the world's leading businesses, apply expertise to landmark projects, and contribute to transformative real estate initiatives. You'll build lasting professional connections through diverse perspectives and find inspiration from industry leaders. We focus on opportunity and want to help you maximize yours. Achieve your ambitions – join us at JLL!

What this role involves:

Provide comprehensive facility, contract and procurement management with a focus on continuous improvement. Achieve financial and other SLAs and KPIs established by the Client and the Regional Operations Director and/or sub-regional Account Manager. Deliver services in accordance with SOWs for Facilities Management, Procurement and Critical Environment.

The Facilities Coordinator must be a collaborative team member, working with colleagues to meet all key performance indicators outlined in the management contract.

Customer/Stakeholder Management

Deliver smooth and satisfactory customer serviceSupport achievement of all KPIs and SLAs defined in the contract

Operational Management

Manage facility management services including:Operational reporting (KPIs and periodic performance metrics)Serve as point of contact for landlord and other tenantsDevelop and maintain documentation, procedures and manualsCoordinate on-demand office moves within facilities teamDaily management of Corrigo helpdesk system for specific locationsBudget and PO management: monthly GRs, accrual reports, etc. (JLL and client systems)Conduct site inspections and assessmentsEnsure close and constructive working relationships with all suppliersMonitor all commissioned work according to time and quality specifications and ensure corrections for performance deficienciesSupport coordination of repair and maintenance work for office equipment and office supply ordersLead Reception service team

Comprehensive fleet management including:

Process required documentation with client and leasing companiesProvide driver induction and vehicle support servicesCoordinate maintenance, repairs and courtesy car arrangementsManage seasonal tire changes and related documentationProcess accident reports and insurance documentationMonitor fuel invoices and maintain fuel card recordsRecord and update monthly car usage reportingSupport car selection processes according to category requirementsCoordinate vehicle deliveries and collectionsProvide specialized support for Director-level vehiclesManage 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 employees

Document management services including:

Process incoming/outgoing mail and courier servicesManage archive documentation according to company requirementsSupport external commissions (banking, postal services, ad-hoc purchases)

Enhanced financial responsibilities:

Prepare and manage annual OPEX FM budgets for JLL and client vendorsProcess PO setup/requests in client financial systemCreate and manage GRs in client financial systemsSupport vendor invoice management and cost center allocationManage client vendor master file

Meeting room management:

Ensure appropriate setup and layout for meetings and eventsCoordinate technology and catering needs for company eventsPerform regular checks of meeting rooms throughout the day

Waste management and recycling:

Ensure proper document shredding and waste segregationSupport client Green policy implementationCoordinate collection of special waste items (toners, etc.)

Environmental, Health & Safety responsibilities:

Participate in Emergency Team and coordinate fire drillsEnsure compliance with client GRMS & legislationCompile monthly OH&S reports (client/3rd party data)Support sustainability initiatives to reduce energy, water and wasteParticipate in GREENiQ Programme and AER data collectionConduct regular auditsEnsure compliance with JLL regulations, legal requirements, and customer guidelines for all commissioned services

Candidate Profile

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

Our Offer

International working environmentCompetitive salaryOpportunities for advancement and developmentExtensive interaction with customers and experienced colleaguesSecurity of a large company and long-term collaboration-------------------------------------------------------------------------------------------------------------------------------------------

Stiamo cercando un* Coordinator* Facilities per la nostra linea di business Integrated Facility Management.

Se stai cercando di far crescere la tua carriera, JLL è la casa professionale ideale. In JLL, avrai l'opportunità di innovare con le aziende leader mondiali, mettere in pratica l'expertise su progetti iconici e lavorare su iniziative immobiliari rivoluzionarie. Costruirai connessioni professionali durature attraverso prospettive diverse e troverai ispirazione dai* migliori del settore. Ci concentriamo sulle opportunità e vogliamo aiutarti a massimizzare le tue. Raggiungi le tue ambizioni – unisciti a noi in JLL!

Cosa comporta questo ruolo:

Fornire una gestione completa di facility, contratti e procurement con focus sul miglioramento continuo. Raggiungere SLA e KPI finanziari e di altro tipo stabiliti dal* Cliente e dal* Regional Operations Director e/o dal* sub-regional Account Manager. Erogare servizi in conformità ai SOW per Facilities Management, Procurement e Critical Environment.

L* Coordinator* Facilities deve essere un* collaborator* di team, lavorando con colleghe e colleghi per raggiungere tutti gli indicatori chiave di performance delineati nel contratto di gestione.

Gestione Customer/Stakeholder

Fornire un servizio clienti fluido e soddisfacenteSupportare il raggiungimento di tutti i KPI e SLA definiti nel contratto

Gestione Operativa

Gestire i servizi di facility management includendo:Reporting operativo (KPI e metriche di performance periodiche)Fungere da punto di contatto per proprietari* e altri inquilin*Sviluppare e mantenere documentazione, procedure e manualiCoordinare traslochi d'ufficio on-demand all'interno del team facilitiesGestione quotidiana del sistema helpdesk Corrigo per location specificheGestione budget e PO: GR mensili, report di competenza, ecc. (sistemi JLL e cliente)Condurre ispezioni e valutazioni del sitoGarantire relazioni strette e costruttive con tutt* i fornitor*Monitorare tutti i lavori commissionati secondo specifiche di tempo e qualità e garantire correzioni per carenze di performanceSupportare il coordinamento di lavori di riparazione e manutenzione per attrezzature d'ufficio e ordini di forniture per ufficioGuidare il team del servizio Reception

Gestione completa della flotta includendo:

Elaborare documentazione richiesta con cliente e società di leasingFornire induzione conducent* e servizi di supporto veicoliCoordinare manutenzione, riparazioni e accordi per auto di cortesiaGestire cambio gomme stagionale e documentazione correlataElaborare report incidenti e documentazione assicurativaMonitorare fatture carburante e mantenere registri carte carburanteRegistrare e aggiornare reporting mensile utilizzo autoSupportare processi di selezione auto secondo requisiti di categoriaCoordinare consegne e ritiri veicoliFornire supporto specializzato per veicoli a livello direttorialeGestire reporting e documentazione incidenti

Supporto amministrativo includendo:

Manutenzione Supplier Master FileGestione di facility di stoccaggio esterno e distribuzione prodotti aziendaliOrdinazione e distribuzione cancelleriaCoordinamento e reporting servizio taxiGestione telefoni aziendali (circa 100 SIM card)Verifica fatture corriereDistribuzione mensile buoni pasto a dipendenti

Servizi di gestione documenti includendo:

Elaborare posta in entrata/uscita e servizi corriereGestire documentazione archivio secondo requisiti aziendaliSupportare commissioni esterne (bancarie, servizi postali, acquisti ad-hoc)

Responsabilità finanziarie avanzate:

Preparare e gestire budget annuali OPEX FM per fornitor* JLL e clienteElaborare setup/richieste PO nel sistema finanziario clienteCreare e gestire GR nei sistemi finanziari clienteSupportare gestione fatture fornitor* e allocazione centri di costoGestire master file fornitor* cliente

Gestione sale riunioni:

Garantire setup e layout appropriati per riunioni ed eventiCoordinare esigenze tecnologiche e catering per eventi aziendaliEffettuare controlli regolari delle sale riunioni durante la giornata

Gestione rifiuti e riciclaggio:

Garantire distruzione appropriata documenti e segregazione rifiutiSupportare implementazione politica Green del* clienteCoordinare raccolta articoli rifiuti speciali (toner, ecc.)

Responsabilità Ambiente, Salute e Sicurezza:

Partecipare al Team di Emergenza e coordinare esercitazioni antincendioGarantire conformità con GRMS cliente e legislazioneCompilare report mensili OH&S (dati cliente/terze parti)Supportare iniziative di sostenibilità per ridurre energia, acqua e rifiutiPartecipare al Programma GREENiQ e raccolta dati AERCondurre audit regolariGarantire conformità con regolamenti JLL, requisiti legali e linee guida cliente per tutti i servizi commissionati

Profilo Candidat*

Esperienza professionale iniziale in facility management o ambiente professionale comparabileForte orientamento al cliente e al servizioCapacità di problem-solvingCompetenze di pianificazione e organizzazioneCompetenze di comunicazione orale e scritta sicureUso competente degli strumenti Microsoft OfficeCompetenza in italiano e inglese (parlato e scritto)

La Nostra Offerta

Ambiente di lavoro internazionaleSalario competitivoOpportunità di avanzamento e sviluppoAmpia interazione con clienti e colleghe/colleghi espertiSicurezza di una grande azienda e collaborazione a lungo termine

#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!

JLL Privacy Notice

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.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

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.