Facility Coordinator

Job Description

Front Office ExecutiveWork DynamicsWhat this job involvesRoles & Responsibilities:

• Client/Stakeholder Management
• Provide superior customer service to meet on - site client s expectations
• Ensure prompt operation of the switchboard and that all phone queries are directed to the correct client staff
• Maintain and update phone directory and phone systems as required
• Ensure that reception areas, including desk and seating areas are tidy and presentable
• Meet and greet clients promptly and contact staff member via phone to advise of guest s arrival
• Maintain brochures and ensure literature is kept up to date and are the most current edition
• Book meeting rooms as requested
• Ensure room set-ups are in place for training, conference calls, town hall meetings, etc.
• Ensure rooms are stocked with appropriate supplies, as required (white board markers, pencils, pens, notepads, etc.)
• Liaise with facilities to ensure that after-hours air-conditioning and lighting requirements are in place for after-hours functions
• Ensure that Audio-Visual services are in place and the necessary preparations have been made and are in working order and provide assistance as required to ensure a smooth running meeting.
• Process car parking booking requests for permanent and/or casual bookings
• Assist staff and clients with taxi and transport bookings
• Issue access cards, including entering into the system and handling any relevant paperwork
• Collect and/or receive courier deliveries, receipting in register and contacting relevant staff
• Build and develop effective client / stakeholder relationships across multiple levels of the organization
• On-site key point of contact for Facilities in the client s premises
• Fulfil any ad-hoc requests promptly and efficiently to support the facilities or (client) business
• Ensure any faults or defects are recorded and reported to facilities to ensure an outstanding client experience is maintained
• Ensure that all stationary, catering and supplies are maintained as required
• Assist the facilities in the management and induction of all contractors on site to ensure they perform to the required standards
• Assist in the procurement of vendors and services as required
• Ensure all invoices, as relate to the operation of reception and mailroom are appropriately processed and tracked
• Assist in financial processes for facilities 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 the financial system, as required
• Assist and monitor to ensure all building procedures and performance measures are maintained at all times
• Assist with the development and monitoring of the Planned Preventative Maintenance programme. Ensure vendor compliance with agreed progresses
• Ensure Regional Operations procedures are followed to ensure service standards are maintained
• Seek ways to constantly reduce costs and improve operational standards
• Ensure consistency of regional policies & procedures with constant updating as required
• Implement, comply with and audit all internal management systems, for quality assurance
• Ensure all Critical Environment (CEM) requirements are met.
• Ensure all Reactive Maintenance is completed as per the agreed timeframes.
• Ensure all Financial Management requirements are completed in a timely and accurate manner
• Provide superior customer service
• Ensure feedback from client sessions is recorded and action to the satisfaction of the end user.
• Pro-actively manage Nielsen expectations ensuring that the service levels are maintained
• Assist in the monthly finance reporting as required
• Provide input as required into the Monthly Report to client
• Active involvement in the monitoring and achieving the required Key Performance Indicators

Sound like you To apply you need to be:A highly skilled professionalYou should be a graduate in any discipline and have one to five years experience in front desk management or reception. Proven experience with continuous improvement initiatives and client reporting is also vital for this role. If you re familiar with occupational safety requirements matched with strong computer literacy and the ability to manage activities using different systems, then you might be the best fit for this job.A client service champA strong customer service focus is a pre-requisite of this job. Do you have unmatched people skills that can help you ease your interactions with a wide range of client staff regardless of their level and their demands An outstanding multitasking talent also provides a perfect complement to your skill set.What we can do for you:At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.Apply today!JLL Privacy NoticeJones 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.For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action 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 AccomodationRequestam.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.,

Keyskills :
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