Facility Coordinator

Job description

Directly support the Senior Facility Manager with on-going facility and team related responsibilities, including, but not limited to:

• Assist with budgetary requests, analysis and reporting
• Act as a liaison to Jones Lang LaSalle finance team and other account team members
• Assist with researching, analyzing and reporting budget variances
• Work with team members to identify and respond to any financial or budgeting related issues
• Helps support facility specific cost savings targets to contribute to the account achieving significant savings
• Supports requests associated with Jones Lang LaSalle Management, Operations and Financial audits
• Assist Regional Facility Manager with tactical planning for the regional facilities team’s goals and objectives
• Provides support for guests, visitors and employees at client locations
• Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
• Resolves problems associated with all building services including: janitorial, food service, coffee services, parking, vending, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment.
• Coordinates special events in support of client or Jones Lang LaSalle
• Provides support for meetings and conference room reservations, as needed and directed
• Assists with the coordination and scheduling of maintenance activities
• Assists management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
• Provides facility specific assistance to the project management team as needed or requested
• Acts as an interface with client, visitors and guests. Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation. Ensures delivery of committed services and overall satisfaction with Jones Lang LaSalle performance. Demonstrate leadership, responsiveness and creativity in finding solutions for service delivery.
• Reads and understands the applicable Service Level Agreements, helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
• Ensures appropriate follow up with customers
• Seeks to continuously improve processes, systems and overall client satisfaction
• Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed

1) Must be proficient at Excel Spreadsheets, and administrative capability of customizing administrative reports.
2) Ensure accuracy and timely updates to all database files (contacts, contracts, vendors, landlords, emergency files, etc.), and recurring client and Sr. Facility Manager documentation and reporting requirements; in supporting all areas of Property Management Operations/Administration.
3) Responsible for the Call Center work order system in supporting the Upstate NY property portfolio: ensure proper categories and classification, accuracy of submittals, distribution of work orders (internal and external), modifications to W/O re-assignment or re-direct as may be required, as well as summary reporting and closeouts for reactive and preventative work orders, as required to support the Upstate NY property portfolio.

Required Knowledge, Skills and Abilities (KSA)
• Superior customer service skills and orientation
• 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
• Proficient in MS Office, and possess strong written, verbal and people skills
• Strong organizational skills and collaborative style needed.
• 2+ years’ experience with Facility or Property Administration
• Bachelor’s degree preferred.

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