Facilities Coordinator

Job Description:

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.

About This Role

The Facilities Coordinator is responsible for locally overseeing the J&J campus operations, working closely with the Campus Manager to ensure optimal workplace conditions that enable employees across the organization to perform at their best. This role supports maintaining and developing a healthy, safe, and sustainable workplace that complies with all legislation and J&J requirements while striving toward the highest possible standards.

Key Responsibilities

Campus Operations & Stakeholder Management
* Serve as the primary onsite contact for local organization toward Campus, FM and other internal and external stakeholders including landlords, building FM, and suppliers
* Collect local insights about needs, challenges and opportunities and proactively propose solutions
* Propose cost operational optimizations to help deliver annual savings targets
* Maintain responsibility for the general look and feel of the office environment
Reception & Administrative Services
* Manage reception operations including answering and forwarding calls, handling emails, and managing incoming/outgoing post and packages
* Handle purchasing and management of mobile phones, subscriptions, and switchboard operations with telephony companies
* Maintain accurate inventory records and subscription databases
* Support meeting coordination and campus events
Employee Onboarding & Offboarding
* Execute comprehensive campus onboarding processes for new employees including ordering phones, activating SIM cards, arranging building access and ID cards, conducting building tours, and updating distribution lists
* Manage offboarding procedures including equipment collection, SIM cancellation, switchboard removal, building reception notifications, and ID card destruction
Financial & Procurement Support
* Support Campus Manager with Purchase Order setup and daily management including invoice handling and supplier contact
* Maintain day-to-day communication with suppliers and P2P team regarding invoice issues and payment problems
* Handle PO setup, daily management, and acknowledgment in Lynx/eMarketplace systems
* Support quarterly status reporting and accruals to P2P Team and Finance
Fleet Management Support
* Provide daily fleet management support including communication with leasing companies and driver assistance
* Support onboarding processes with rental car arrangements
* Participate in fleet optimization solutions and manage vehicle transfers between employees
* Support Car Policy and SafeFleet process compliance
* Generate quarterly submissions for SafeFleet and Operational Lease reporting including KM overviews, accident logging, and contract change documentation
Additional Responsibilities
* Maintain Campus TS administration ensuring all documents and links remain current
* Support basic EHS requirements including fire drills and safety walks
* Handle ad hoc tasks such as ordering office supplies, food, coffee, and flowers
* Coordinate IT tasks and issues in collaboration with Campus Manager

Essential Requirements

Experience & Skills
* Proven administrative experience in a similar role
* Excellent interpersonal and communication abilities
* Fluency in English and local language (Danish) both verbally and in writing
* Strong customer service mindset with attention to detail and commitment to high-quality service
* Advanced computer and systems knowledge including solid MS Office proficiency
* Good financial understanding and analytical skills
Personal Attributes
* Ability to work independently while delivering high-quality results within tight deadlines
* Quick, proactive, flexible problem-solver with efficient time management skills
* Strong multitasking abilities across varied responsibilities at different levels
* Structured, process-driven approach to work
* Professional demeanor with ability to remain calm under pressure
* Eager to learn with boldness and courage to exceed customer expectations
* Valid driving license required

Join our team and play a vital role in creating an exceptional workplace environment that supports our organization's success and employee satisfaction.

Location:
On-site -Copenhagen, DNK

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!

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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 HRSCLeaves@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