The Facilities Coordinator will be part of the Workplace Experience team, reporting to the Regional Facilities Lead. This role is responsible for supporting day‑to‑day site operations and driving workplace engagement to enhance overall customer satisfaction. The individual will serve as the primary point of contact for workplace and facilities-related matters, ensuring a safe, functional, and welcoming office environment.
Key Responsibilities
Site Management
- Conduct regular facilities inspections and generate inspection reports
- Identify defects and manage defect rectification in a timely manner
- Ensure meeting rooms are maintained in a ready-to-use condition at all times
- Ensure office equipment and facilities are in good working order
- Liaise with and manage vendors to support office space functionality
- Consolidate customer issues and produce monthly reports
- Manage customer issues tactfully and confidently
- Follow up on associates and visitors requests and keep the team informed
- Coordinate with stakeholders and vendors for events and meeting room setups
- Ensure all Planned Preventive Maintenance (PPM) and ad hoc works are completed according to SLA
- Enforce and police the clean desk policy
Communications & Stakeholder Relationships
- Build strong relationships with customers and stakeholders at all levels
- Maintain a high level of customer attentiveness and service orientation
- Share workplace and operational communications with the JLL team and client
- Demonstrate a good command of spoken and written English
- Hospitality or customer service experience will be advantageous
- Proficient in Microsoft Word and Excel
Administration Duties
- Create ad hoc Work Orders and ensure they are issued, closed, and verified within SLA
- Ensure vendors submit invoices within agreed SLA timelines
- Maintain and update Finance, PPM (52‑week), and Operations trackers accurately
- Ensure Environmental Health & Safety (EHS) and vendor documentation is valid and current
- Facilitate vendors Permit to Work submissions for client and landlord approvals
- Assist with procurement-related activities
- Perform ad hoc duties as assigned by the Facilities Manager
Backup Duties
- Provide front desk support when required
- Liaise with couriers for document and parcel collections
- Notify associates upon receipt of courier documents or parcels
- Perform mailbox checks, sort mail, and contact recipients for collection
- Replenish beverages, snacks, and stationery in designated areas
- Track pantry consumption and stationery stock levels
END
