Facilities Coordinator

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work.  Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Facilities Coordinator (Fixed Term Contract)

Corporate Accounts - Munich

Key Responsibilities:

Facility Operations Management

• Serve as the primary point of contact for all facility-related inquiries and issues
• Monitor and process daily customer reports (approximately 200 annually)
• Oversee maintenance, repairs, and improvements of building systems (HVAC, electrical, plumbing, etc.)
• Manage vendor relationships and service contracts
• Conduct regular building inspections and safety audits
• Ensure compliance with health and safety regulations

Space Management and Planning

• Oversee space allocation and utilization
• Maintain accurate floor plans and occupancy data
• Optimize workspace layouts for efficiency and productivity
• Manage desk booking systems and hot-desking arrangements
• Provide occupancy reports and analytics to management

Office Moves and Change Management

• Plan and execute office relocations, from small-scale to full office moves
• Develop and implement change management strategies for workplace transitions
• Coordinate with IT, HR, and other departments to ensure smooth relocations
• Manage the decommissioning and recommissioning of office spaces
• Oversee furniture installation and reconfiguration projects

Asset and Inventory Management

• Maintain an up-to-date inventory of office equipment and furniture
• Manage procurement processes for new equipment and supplies
• Oversee equipment lifecycle management, including replacements and disposals
• Implement and maintain an effective asset tracking system

Sustainability and Energy Management

• Implement and monitor energy-saving initiatives
• Promote sustainable practices in the workplace
• Track and report on environmental performance metrics

Budget and Financial Management

• Develop and manage the facilities budget
• Track expenses and identify cost-saving opportunities
• Process invoices and manage purchase orders
• Prepare financial reports for management review

Project Management

• Lead and participate in facility improvement projects
• Manage office renovation and refurbishment initiatives
• Coordinate cross-functional teams to deliver projects on time and within budget

Emergency Preparedness and Business Continuity

• Develop and maintain emergency response plans
• Conduct regular safety drills and training sessions
• Ensure business continuity in the event of disruptions

Event Management

• Support the planning and execution of on-site events
• Manage logistics for meetings, conferences, and corporate functions
• Ensure compliance with event-related policies and standards

Vendor and Contract Management

• Negotiate and manage service level agreements (SLAs) with vendors
• Conduct regular performance reviews of service providers
• Ensure compliance with contractual obligations

Technology and Systems Management

• Oversee facility management software systems
• Implement and manage smart building technologies
• Coordinate with IT on workplace technology integration

Continuous Improvement

• Stay informed about industry trends and best practices
• Propose and implement process improvements
• Gather and analyze feedback to enhance facility services

Qualifications and Skills:

• Bachelor's degree in Facility Management, Business Administration, or related field
• Minimum of 3-5 years of proven experience in facilities management, preferably in a corporate environment
• Demonstrated experience in managing office moves, including planning, coordination, and execution of relocations of various scales
• Strong knowledge of building systems and maintenance practices
• Proficiency in MS Office suite and facility management software
• Familiarity with CAD software and space planning tools
• Excellent project management and organizational skills
• Strong communication and interpersonal skills
• Fluent in German and English, both written and spoken
• CAFM (Computer-Aided Facility Management) certification preferred
• Knowledge of relevant health, safety, and environmental regulations
• Experience in vendor management and contract negotiation
• Proven ability to manage multiple projects simultaneously and meet deadlines
• Strong problem-solving skills and ability to work under pressure
• Experience with change management processes in workplace transitions

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 102,000 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.