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Facilities Coordinator
myGworkFrankfurt am Main, DEU, GermanyVor 7 Tagen
StellenbeschreibungAlways deliver 5 customer service with a professional and presentable appearance Meet and greet all staff, customers and visitors professionally and cheerfully Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs Serve as an information source for staff and customers- assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner Manage all visitor categories in line with security protocol Inform hosts of the arrival of their guests or escort to host / meeting room (in line with security practices) Monitor waiting areas to ensure visitors are collected / attended to in a timely fashion, interacting as appropriate Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment for all visitors and staff Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers Suggest ideas for developing and evolving the reception services and assist in implementing these ideas Regularly monitor customer feedback and produce an appropriate action plan based on the results Welcome new joiners and provide in person or virtual orientation tours / supporting documentation and media Brief visitors on arrival on fire evacuation procedures- emergency exits, evacuation routes and assembly points maintenance budget and coordinate with the technical manager to adhere to the set financial plan Ensuring at all times that they carry out their work safely and with due regard for others in accordance with HS&E procedures and instructions, contractual, legislative and local requirements Reporting immediately any non-conformance, unsafe act or unsafe condition to line management for investigation and corrective action. Reporting immediately to line management if they sustain an injury or become ill whilst at work, or where they are directly involved in or witness any serious incident, dangerous occurrence or significant environmental pollution incident Notifying line management of any identified or suggested opportunity for improvement of the HSEMS and associated health, safety & environmental risk controls Ensure high end user satisfaction for all pantry and social hub services. All pantry consumables shall be of good quality and appropriate selection is provided Ensure sufficient supply of pantry consumables for day to day operations- replenish / order stock if necessary Ensure stationery cabinets and first aid boxes are replenished with consumables Proactively check the pantry and social hub areas are kept clean, hygienic, orderly and dry always. Raise work orders for identified issues Report / replace lack of stock in centralised utility room supplies of stationery & printer toner Always ensure seamless communication with community hosts / FM teams to ensure an efficient and consistent level of service is achieved Manage telephone enquiry services (internally & externally) also known as switchboard services Support the desk management system in the role of concierge (super user) for a specified zone / sites Welcome new joiners and provide in person or virtual orientation tours / supporting documentation and media Ensure full statutory and operational compliance is achieved in line with contract KPI's Be aware of changing needs of customers and adjust the service accordingly in line with global standards Ensure compliance with H&S processes and procedures, including internal and external audits Ensure that all agreed service objectives are met in line with client expectations Provide admin and financial support as and when required Provide an excellent standard of client service Any other reasonable requests Hospitality background Management and Supervisory Communication Customer Focused H&S Knowledge Project scheduling CAFM software knowledge MS Office Security Management Procedures Cleaning and Pest management operational requirements Environmental and waste management awareness First aid and emergency procedures KPI monitoring procedures
This job is with JLL, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.
Facilities duties
- Coordinates and assists senior managers by supervising a range of soft & hard FM services for the site.
- Conducts service audits and monitors contractor performance with regular inspections and emphasis on planning / scheduling both reactive / preventative maintenance either individually or with client representatives from apartments, offices and retails
- Uses Corrigo system to ensure timely completion of job cards with stress on priorities
- Implements best practices in the industry to ensure compliance with health and safety requirements to help obtain a 'zero' incident track record for site related / operational accidents
- Trained to be a part of the site emergency evacuation team for on-site emergency and be available to handle emergency outside of normal working hours in coordination with the client emergency team
- Develop and maintain a store management system to ensure appropriate store allocation and monitor the use to avoid storage of prohibited items
- Prepare and maintain COSHH register for all materials used on site including periodical inspections to ensure material storage and use is as per specifications and comply with the risk assessment requirements
- Prepare and assist in the preparation of monthly reports, provide inputs for the finalization the yearly
- End to end finance admin of PO's, invoices, and trackers
- Supplier performance management and conducing review meetings
- Management of all assurance and operational risk management documentation
- Quality audit and monitor contractor performance with regular inspections and lay emphasis on planning / scheduling both reactive / preventative maintenance
- Be customer focused and coordinate with client representatives and attend site inspections followed by reporting and follow ups to ensure job
- Regular tracking of Helpdesk system to ensure timely completion of job cards with stress on priorities
- Implementation of the best practices in the industry complying with health and safety requirement to help obtain a 'zero' incident track record for site related / operational accidents which includes maintaining a COSHH register and ensuring compliance by contractors
- Communicate regularly with all maintenance contractors, both individually and as a group, to ensure good two-way communication concerning maintenance issues. Assist the Sr. FM by liaising with all soft & hard services subcontractors' especially cleaning, engineering, landscaping, security and pest control. This includes attending monthly performance review meetings with the contractors to track on-site performance and highlight areas that need improvement.
Reception a nd Visitor Management
Pantry and Utility Management
Other responsibilities include (but not limited to) :
Skills & Person Specification :
Essential
Desirable
Contract knowledge
LI-DNI