Facilities Coordinator- London- Permanent

I am currently working with a top 10 global professional services company that are currently looking for a Facilities Coordinator to work onsite at one of their end clients for a permanent opportunity.

Role summary:
The Facilities Coordinator will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and help-desk. The Facilities Coordinator is also required to provide administrative support to the team.

Main duties:
Client/Stakeholder Management
-Provide superior customer service to meet on-site client's expectations

Procurement & Vendor Management
-Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors' works)
-Assist in the procurement of vendors and services as required

Finance Management
-Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
-Ensure prompt and accurate management of purchase orders in JDE

Health & Safety Management
-Conduct regular audits to ensure safety procedures on site are in place and working
-Assist in carrying out safety procedures when needed

Site Operations Management
-Assist in the implementation of Industry Best Practice operations
-Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained
-Seek ways to constantly reduce costs and improve operational standards
-Always maintain premises in neat and good working condition
-Maintain duplicate office keys in good order
-Provide support for regular reporting packages

Risk Management
-Assist in the implementation and management of property risk management program
-Support the implementation and monitoring of disaster recovering and business continuity plans
-Follow established escalation procedures and incident reporting procedures
-Adhere to the businesses conduct by ensuring compliance with the firm's guidelines, procedures and strategies

Achieve Key Performance Indicators and Service Level Agreement targets

Essential skills and experience:
-Prior experience in facilities, property management, hospitality or related field (preferred)
-Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
-Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
-Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively
-The ability to effectively deal with stressful situations
-The ability to work independently

You also need to be:
-Self-motivated; confident & energetic
-Flexible - able to adapt to rapidly changing situations
-Goal-oriented - able to focus on meeting all performance targets
-Strong communicator - good presentation skills and possesses strong verbal & written communication skills (English & local language); also, an active listener

Critical Competencies for Success:
Firm First mind-set
-Able to cooperate and work well with others to meet targets
-Support the team effectively as and when needed
-Proven ability to commit to flawless execution while complying with firm's procedures and standards

Client Focus & Relationship Management
-Demonstrate and ensure to instill a culture in the team that match our 'I am JLL' core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer
-Able to interact with the general client staff & vendors with ease
-Ability to manage conflict and conflicting priorities
-Demonstrates ability to work with vendors to deliver efficient services
-Demonstrates proactive & professional approach to customer service
-Has a customer-oriented attitude

Project Management & Organizational Skills
-Proven ability to manage multiple and complex operational matters daily
-Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner