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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.   

Helpdesk & Events Coordinator

Work Dynamics - Integrated Facilities Management

​Key Responsibilities 
Operations (Helpdesk)

Day-to-day “Operational” Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities-requests and ensuring No “Down-time” on critical items and/or escalated customer complaints.

Ensure all Facilities related documentation is filed and inventoried properly at site.

Assist with the communications at site including drafting and disseminating all announcements with a focus on creating collaboration between sites and improving the Service Delivery of Facilities

Support in the management of the Area Access Manager (AAM)

Ensure timely submission of invoice from the vendor to the finance department and payment are made on time.

Coordinate and manage of pantry supplies, stationery/first aid items replenishment.

Coordinate with housekeeping to ensure that pantry and vending machine items are always in stock.

Ensure all employee services are managed and delivered as per customer expectation /satisfaction within SLAs/KPIs; Any ad hoc/special requests to have the necessary approvals prior to implementation.

Complete all of client’s (“relevant”) on-line/on-site training for internal tools, e.g. Policies, Software-specific etc.

Complete all aspects of the IPMP program.

Assist in the preparation of reports and analysis.

Management of staff Season Parking application, termination & related services

Other ad hoc task assigned from time to time depending on business requirements.

Operations (Event Coordination)

Ensure that all the Service Level Agreement’s regarding Booking Requests, Event, & Co-ordination are met.

Be the primary coordinator for conferences and big group events.

Liaise with requestor to support the development of and understand the requirements for each event.

Maximize meeting space utilization by supporting the reservation and meeting space management process working with customers and the team to effectively use meeting space including addressing space conflicts and negotiating space needs.

Support day-of execution including coordination with team/vendors, last minute logistical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions,when needed.

Manage and foster relationships with team/vendors and other key stakeholders through effective communications, collaboration, and engagement.

Perform post event duties such as expense processing, event success assessments and assisting collecting feedback from requester.

Generate reports for meeting room, events, and calls.

Follow department policies, procedures and service standards.

Assist and actively participate in the Annual events such as Fire Drill, Annual shut down etc.

Competencies

Ability to work under pressure efficiently

Proactive and solution oriented, friendly with assertive and personable nature

Demonstrate initiative and able to work in a team-based environment with plenty of movement

Able to multitask with good time management skills

Service oriented, strong sense of urgency, pleasant and approachable disposition with a sense of self achievement and a winning attitude

Qualifications & Experience

Graduate Degree or Diploma in any stream

Good relationship building skills

Fluent in Oral and written English skills

Experience in using Microsoft Excel and Word

Location:

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!

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