Pay: $55000 - $62000 / year (paid hourly)

Schedule: M - F; 8a - 5p (w/ flexibility as needed)

Location: 151 N. Franklin St, Chicago, IL

Job Description | Facilities Coordinator

JLL Workplace Experience Services team members are “experts who create value through lasting partnerships.” At JLL, it is our goal to provide workplace experiences that will be long remembered by our clients. We set the standard for superior experiences for our clients and our teams.

Job Summary

Provide general overall Facilities Management services including continuous monitoring of the facility. Work with facility manager(s) and/or assistant facility managers to handle routine facility management operations, including but not limited to: procurement of supplies and services, assigning work orders within CMMS, issuing purchase orders, managing bid requests and service/construction contracts, asset/equipment tracking/disposal, and processing of accounts payable and accounts receivable. Work with the events team and complete event room set-ups and event room re-sets. Participate in the full life cycle of event operations, client collaboration, day of execution for experiences ranging from meetings to elaborate productions.

Job Responsibilities

Administrative

• Serve as the initial point of contact for all Client employee inquiries, issues, ticket management, troubleshooting, and feedback related to the services within the workplace, with the primary goal of positively impacting the care and comfort of Client employees and guests. Act as primary contact for client requests with follow up ensuring work is handed off properly to internal teams and client is updated on completion or follow up of work request
• Conduct routine walkthroughs and assessments of the services delivery to ensure compliance with service level agreements, policies and regulations, and performance metrics to provide flawless execution and stable service delivery for the Client
• Support data collection, analysis and reporting to ensure alignment with the Clients’ goals and objectives
• Achieve and exceed goals including performance goals, team goals and Clients' goals and objectives
• Ticket management and follow up via CMMS System
• Works collaboratively within the account team in the delivery of Experience Services across all business lines (Facility Management, Engineering, Projects, Events and Amenities, Transportation, etc.)
• Assists with third party vendor relationships and service partners to provide maximum service delivery

Communication and Relationship Coordination

• Provide support for meetings and conference room reservations as needed and directed
• Assist with the coordination and scheduling of maintenance activities
• Act as an interface with client, visitors and guests
• Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal
• Workspaces (offices, desk, conference rooms, mailroom, pantries, etc.) are stocked and maintained
• Receives and responds to all requests or issues in a timely manner, including a personal follow up to Client employees to ensure questions / requests are answered
• Identify potential risks and escalate, as appropriate, to ensure no privacy breech, security incident or disruption to Client’s operations occur
• Other duties that may include but are not limited to: reception and guest support, mail and courier services, providing office supplies, scheduling equipment maintenance, landlord relations and management of building access passes, safety and security support.
• Perform additional job duties, as requested

Compliance

• Properly and effectively administer and maintain all security systems
• Assist with budgetary requests, analysis and reporting
• Assist with researching, analyzing and reporting budget variances

Event Set-Up

• Conduct daily walkthroughs of event spaces to ensure clean and organized
• Complete event room event set ups and tear down, including furniture and decor.
• Be the on-site contact for activities such as onsite meetings and events, scheduling timing for catering set ups and janitorial support.
• Respond to all event requests in a timely manner, ensuring KPI compliance and excellent customer service
• Manage facilities events operations in meeting and event spaces across multiple buildings
• Communicate proactively, accurately and impeccably both verbally and in writing
• Provide information to vendors, facilities staff, and other service providers as required to ensure excellent coordination and execution of events, with minimal disruption.
• Collaborate with other providers, acting as a single team with peripheral services to include internal and external production, catering, security, facilities, janitorial, movers and equipment providers

Qualifications

• 1-3 years minimum prior relevant experience in hospitality, facility / property management, operations and/or knowledge of commercial real estate, preferred
• Bachelor’s degree preferred but not required
• Exceptional customer service skills and professionalism with a passion for hospitality
• Ability to manage multiple priorities and deliver results in a fast-paced environment
• Highly collaborative with strong interpersonal skills and track record of excellent internal and external customer service
• Ability to maintain professionalism at all times under stressful situations
• Ability to plan and manage work under time constraints
• Ability to multitask and work without direct supervision
• Experience working within Corrigo or other CMMS/Automated Work Order systems.
• Strong organizational skills and collaborative style
• Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports
• Ability to lift 50 pounds regularly
• Ability to adapt to new devices, technology, and applications