Facilities Coordinator (mfd)

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

Role Purpose

To pro-actively support the Facilities Manager and EMEA Operations Director in the day-to-day delivery of all facilities management related functions and when needed also covering the main switchboard activities and the associated services as well as the first point of contact for Suppliers Vendors and office employees.

The Facilities Co-ordinator based in Munich Germany will work to ensure co-ordination of the day-to-day client activities for assigned properties and support the Facilities Manager by being the on-site key point of contact for key stakeholders and/or client. The role will have responsibility for service quality helpdesk task resolution vendor management and operations on site.

What this job involves

• Co-ordinating responsibility of the local sites within Germany based on site in Munich

• Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager.

• Take initiative in daily tasks have a pro-active attitude and share knowledge with your peers

Client/Stakeholder Management

• Proactively engage stakeholders to ensure that on site clients expectations are met

• On-site key point of contact for Facilities in the clients premises

• Respond to requests and e-mails in a timely manner

• First contact for support to staff

• Communicate in professional manner taking the audience into account

• Respond to requests and e-mails in a timely manner

• Contribute to event planning with wider community teams

• Actively engage with employees to gather their feedback to enhance the office experience

• Vendor Management Janitorial Stationary Engineering Catering consumables & Cleaning Services

• Office cleanliness: oversee & report cleanliness in office pantries etc.

• Ensure stationary stock levels are managed accordingly and within budget

• Management of consumables (e.g. stationery beverages toilets and kitchen supplies etc where applicable to Workplace.)

• Ensure JLL HSSE contractor management process is being followed when vendors attend site.

• Communication to Vendors and Supplier

• Event Set up co-ordination for special events

Finance Management / Cost Control / Profitability

• Process invoices without delay and in deadlines as per instruction from JLL Finance team

• Ensure JLL financial processes are always followed

• Raise Purchase Orders (POs) regularly review accruals and open POs

Health & Safety Management

• Support the provision of a safe working environment for JLL team and vendors

• Ensure near misses/good catches are logged through HSSE System for all assigned sites

• Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report)

• Responsibility for site logbooks and documents uploaded to sharepoint

• Uphold the contractor management process for all JLL vendors attending site(s)

• Supporting audits for JLL and landlord managed services

• Attending HSE Audits

Site Operations Management

• Implement building procedures and performance measures and ensure they are maintained at all times

• Coordinate works within the buildings granting access and authorizations from all involved areas.

• Office maintenance Ensure the office is organised and all equipment in proper conditions (equipment e.g. AC Lights Electrical Cafeterias Equipment desks chairs light issues doors etc..). for landlord and JLL items

• Log monitor and update all issues requests reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites

• Regularly meet Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site

• Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them

• Identify and implement at least 4 innovations which reduce costs or improve customer experience

• Manage external space bookings for customer meetings or trainings

• Support a consistent hospitality experience for employees and guests

Sound like you To apply you need to be able to demonstrate the following skills and experience:

Ideal Experience

Experience in facilities management building business or other related field

Fluent in German and English

Excellent people skills and ability to interact with a wide range of client staff and demands

Knowledge of Occupational Safety requirements

Strong PC literacy and proven ability to manage daily activities using various systems

Demonstrated experience with continuous improvement initiatives (highly desirable)

Knowledge of vendor management for specialized services

Proven capacity to understand and interpret commercial contracts

Budget management and financial analysis skills

What you can expect from us

Youll join an entrepreneurial inclusive culture. One where we succeed together across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career recognition wellbeing benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Apply today at

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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