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.

Multi Site Facilities Coordinator

Dublin Based

 

About JLL

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 92,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honoured to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

The Facilities Coordinator will be responsible for but not limited to the following typical activities

Client/Stakeholder Management

• Provide superior customer service to meet on-site client’s expectations
• Become a go to person for third party vendors

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
• Assist in the on-boarding and vetting process of new vendors
• Ensure all documentation is received in a timely manner

Finance Management – multiple sites

• Oversight of financial processes for third party management 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
• Good’s receipting of third party invoice
• Review of site monthly finance reports with local JLL Team
• Liaise with third party vendors to ensure correct invoice delivery dates and reporting of same
• Follow up and communicate with third party vendors in relation to overdue invoices, credit notes, PO anomalies etc.

Health & Safety Management

• Collation & upkeep of site folders and statutory compliance documentation
• Assist in conducting regular audits to ensure safety procedures on site are in place and working
• Assist in carrying out safety procedures when needed
• Assist in vendor integration to the JLL safe system of work platform
• Ensuring all client required permits and documentation are acquired as per client procedures
• Complete JLL training as assigned by management
• Adherence to ENHESA compliance system
• Liaise with local JLL teams in relation to JLL Work Safe platform and Compliance Process and Procedure

Site Operations Management

• Assist in the implementation of Industry Best Practice operations
• Provide support for regular reporting packages – 360 management
• Ownership of reactive WO completion, to ensure SLA compliance
• Coordination of the annual PPM planner
• Maintain Share point documentation in an appropriate manner
• Conduct floor audits to ensure standards are maintained at all times
• Maintain premises in neat and good working condition at all times
• Seek ways to constantly reduce costs and improve operational standards
• General Administration of contract in line with FM requirement

Risk Management

• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Assist in the collation and preparation of FM Audit and reporting documentation
• 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
• Achieve Key Performance Indicators and Service Level Agreement targets
• Ownership of reactive work orders performance to ensure compliance

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

• Prior experience in facilities, property management, hospitality or related field (preferred)
• Superior administration skills and attention to detail
• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services 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
• A strong communicator – good presentation skills and possess strong verbal & written communication skills (English & local language)

Critical Competencies for Success

• 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 
• Demonstrate and ensure to instil a culture in the team that match our ‘I am JLL’ core behaviours and values
• Proven ability to manage multiple and complex operational matters on a daily basis

Location:

On-site –Dublin, IRL

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.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

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.