Facilities Coordinator

Vor 4 Tagen

Frankfurt am Main, Deutschland JLL Vollzeit

JLL supports the Whole You, personally and professionally.

Facilities Coordinator - Frankfurt
Corporate Accounts - Work Dynamics

Essential

**Responsibilities**:
What this job involves
The Facility Coordinator will assist the Facility Manager with operational activities in maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. Coordinate, managing and control of non-technical facility services, like reception, mailroom, waste management, AV supplies, catering and cleaning
Facilities duties
- Coordinates and assists senior managers by supervising a range of soft & hard FM services for the site.
- Conducts service audits and monitors contractor performance with regular inspections and emphasis on planning / scheduling both reactive / preventative maintenance either individually or with client representatives from apartments, offices and retails
- Implements best practices in the industry to ensure compliance with health and safety requirements to help obtain a ‘zero’ incident track record for site related / operational accidents
- Trained to be a part of the site emergency evacuation team for on-site emergency and be available to handle emergency outside of normal working hours in coordination with the client emergency team
- Develop and maintain a store management system to ensure appropriate store allocation and monitor the use to avoid storage of prohibited items
- Prepare and maintain COSHH register for all materials used on site including periodical inspections to ensure material storage and use is as per specifications and comply with the risk assessment requirements
- Prepare and assist in the preparation of monthly reports, provide inputs for the finalization the yearly
- End to end finance admin of PO’s, invoices, and trackers
- Supplier performance management and conducing review meetings
- Management of all assurance and operational risk management documentation
- Quality audit and monitor contractor performance with regular inspections and lay emphasis on planning / scheduling both reactive / preventative maintenance
- Be customer focused and coordinate with client representatives and attend site inspections followed by reporting and follow ups to ensure job
- Regular tracking of Helpdesk system to ensure timely completion of job cards with stress on priorities
- Implementation of the best practices in the industry complying with health and safety requirement to help obtain a ‘zero’ incident track record for site related / operational accidents which includes maintaining a COSHH register and ensuring compliance by contractors
- Communicate regularly with all maintenance contractors, both individually and as a group, to ensure good two-way communication concerning maintenance issues.
- Assist the Sr. FM by liaising with all soft & hard services subcontractors’ especially cleaning, landscaping, M&E, security and pest control. This includes attending monthly performance review meetings with the contractors to track on-site performance and highlight areas that need improvement.

Reception and Visitor Management
- Always deliver 5* customer service with a professional and presentable appearance
- Meet and greet all staff, customers and visitors professionally and cheerfully
- Ensure reception desks, waiting areas and internal meeting rooms are maintained to highest standards of tidiness and cleanliness as outlined in any operational KPIs
- Serve as an information source for staff and customers
- assist and advise with any inquiries on building facilities, meeting room locations, special events, surrounding amenities as appropriate
- Be approachable and interact with guests and members of staff of all levels in a professional and friendly manner
- Manage all visitor categories in line with security protocol
- Inform hosts of the arrival of their guests or escort to host/ meeting room (in line with security practices)
- Monitor waiting areas to ensure visitors are collected/attended to in a timely fashion, interacting as appropriate
- Issue and control visitor security passes; Liaise and interact with security to guarantee a safe working environment for all visitors and staff
- Proactive premises inspections, proactively raise work orders for surrounding areas to report any maintenance issues, cleanliness issues or system faults where necessary
- To be customer focused at all times, by being visible at the reception desks and developing relationships with staff and customers
- Suggest ideas for developing and evolving the reception services and assist in implementing these ideas
- Regularly monitor customer feedback and produce an appropriate action plan based on the results
- Welcome new joiners and provide in person or virtual orientation tours/ supporting documentation and media
- Brief visitors on arrival on fire evacuation procedures
- emergency exits, evacuation routes and assembly points
- maintenance budget and co

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