Facility Coordinator

Descripción del puesto:

JLL empowers you to shape a brighter way.

Our people at JLL 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.

Facilities Coordinator - Job Description
Position Overview
A combined role responsible for managing reception duties while coordinating essential facility operations at the site as the sole JLL resource supporting AVEVA operations.
Key Responsibilities
Reception Management
* Serve as the primary front desk representative, greeting visitors professionally
* Answer and screen incoming calls, taking accurate messages for the appropriate personnel (as applicable)
* Coordinate meeting room bookings, setup, and ensure supplies are stocked
* Mail Handling (As applicable)
* Process incoming and outgoing general mail and packages
* Coordinate with courier services for deliveries and schedule regular mail pickups from the office
* Maintain mail distribution logs as required
* Manage mail sorting and distribution to appropriate departments/individuals
* Direct IT equipment/assets and bulk materials to be handled by respective business POCs
* Serve as the primary point of contact for courier agencies regarding mail pickup scheduling and coordination
* Manage relationships with mail/courier service providers
* Manage activation/deactivation of security access cards and oversee access card inventory
* Coordinate gate passes for incoming and outgoing materials, including those for SEZ offices (as applicable)
Facilities Coordination
* Act as single point of contact for facility-related issues and service requests
* Enter and dispatch work orders through AVEVA's ServiceNow/Corrigo system
* Coordinate with vendors for maintenance activities and monitor performance
* Perform regular facility walkthroughs to identify maintenance needs
* Support occupancy planning / seat allocation
* Procure and manage office and pantry supplies distribution
EHS
* Ensure fire evacuation routes remain clear of obstacles
* Serve as fire warden alongside AVEVA employees
* Support first aid response as needed
* Conduct basic safety checks and report hazards
* Maintain emergency contact information
* Support fire drills and emergency response procedures
* Track and report basic safety incidents
Building Maintenance Support
* Coordinate interior maintenance activities (carpets, flooring, doors, fixtures)
* Report exterior maintenance issues requiring attention
* Monitor cleaning services quality and address deficiencies
* Oversee pest control service scheduling and effectiveness
* Waste management (As applicable)
* Oversee daily waste collection and removal processes
* Coordinate with waste management vendors
* Ensure documentation of waste management inspections as required
* Support yearend and summer cleaning activities as applicable
Administrative Support
* Maintain facility documentation and records including site budget.
* Process invoices from service providers
* Coordinate submission of statutory reports (water tests, fire safety, etc.)
* Events coordination (as applicable)
* Support onsite events by assisting the Event Coordinator with room setup, including moving furniture as needed, and coordinating cleaning services.
* Ensure conference rooms are well stocked with required materials
* Ensure proper cleanup after events
* Manage catering requirements for meetings when needed
* Prepare monthly reports for the respective facilities.
* Build strong relationships with site stakeholders, collaborating on scheduling, issue identification, and solutions.
Qualifications
* 2+ years experience in facilities management or administrative role
* Strong organizational and multitasking abilities
* Excellent communication skills
* Basic understanding of facility operations and safety protocols
* Proficiency in ServiceNow/Corrigo or similar CMMS platforms
* Customer service orientation

Location:
On-site -Malmo, SWE

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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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