Facilities Coordinator

Overview

Lead the day-to-day client activities for the assigned property or facility and act as the on-site key point of contact for key stakeholders and/or the client, with overall responsibility for site budgets, maintenance and operations, contract services, purchasing, occupancy services and helpdesk.

What you'll do

• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates.
• Provide general reception services, including responding to general office emails, inward and outward mail (including packing materials), arranging assignments and handling public and internal inquiries.
• Manage incoming and outgoing parcels and gifts for employee collection.
• Manage security badge issue and collection and access activation and deactivation for new hire and exiting employees.
• Perform general office administrative tasks such as creating Word documents, spreadsheets, publications and office signage.
• Serve as liaison between office staff and facilities management on service requests.
• Maintain office databases for employee locations and seating assignments, floor plans and employee phone lists when required.
• Assist the new hire process by coordinating with IT and Facilities to confirm seating and prepare workstations, provide welcome material and update employee databases.
• Confirm receipt of deliveries, goods and services and verify accurate invoicing.
• Assist in monthly reporting and QBRs.
• Conduct daily walk-throughs to ensure the office, lobby, conference and meeting rooms are safe, clean and organized.
• Process orders and maintain inventories of general office supplies, facilities equipment and supplies, and ensure prompt payment to suppliers.
• Assist with vendor selection, order special deliveries, and manage and coordinate vendor services.
• Review and resolve outstanding ticket requests in line with set KPIs.
• Manage facilities assets and implement and ensure compliance with the Preventative Maintenance Program.
• Manage moves, adds and changes, and minor project management.
• Manage pest control, interior landscape and office storage (sample rooms, event room, cabinets and lockers).
• Set up meeting rooms and provide event, audio and projector support.
• Manage site budget, financial processes and processing of vendor invoices in line with account processes.
• Ensure managed site and risk compliance, escalation procedures and incident reporting are implemented and in place.
• Understand and comply with all EHS arrangements and policies, report failings and all incidents within specified timeframes.
• Carry out, report and record monthly and quarterly EHS inspections and ensure remediation of defects or non-compliances.
• Induct vendors to site-specific situations where applicable and keep records.
• Work closely with Corporate Security and EHS on safety and security matters and attend regular EHS meetings, inspections and audits.
• Maintain the business resilience plan with up-to-date key stakeholder names for escalation and reporting.
• Demonstrate and instill the 'I am JLL' core behaviours and values in the team, and manage, coach and develop a high-quality, motivated team that supports teamwork and performance excellence.
• Assist in mentoring and enabling training and development of team members.

Details

• Location: On-site, Gurugram, Haryana, India.
• Scheduled weekly hours: 40.
• 24/7 emergency call support and site attendance is required.