Workplace Coordinator

Overview

Assist the Facilities Manager with day-to-day facilities operations, including accounting and finance, maintenance and operations, vendor oversight, purchasing, occupancy services and helpdesk, and provide administrative support to the team.

What you'll do

• Provide superior customer service to meet on-site client expectations.
• Assist in managing all contractors on site to ensure they perform to required standards, including inspection of vendors' works.
• Assist in the procurement of vendors and services as required.
• Assist in financial processes to ensure financial management requirements are completed in a timely and accurate manner.
• Ensure prompt and accurate management of purchase orders in JDE.
• Conduct regular audits to ensure safety procedures on site are in place and working.
• Assist in carrying out safety procedures when needed.
• Assist in the implementation of Industry Best Practice operations.
• Conduct site inspections and assessments to ensure building procedures and performance measures are maintained at all times.
• Seek ways to constantly reduce costs and improve operational standards.
• Maintain premises in neat and good working condition at all times.
• Maintain duplicate office keys in good order.
• Provide support for regular reporting packages.
• Assist in the implementation and management of the property risk management program.
• Support the implementation and monitoring of disaster recovery and business continuity plans.
• Follow established escalation and incident reporting procedures.
• Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
• Achieve Key Performance Indicators and Service Level Agreement targets.

What you'll need

• Problem-solving skills, with the capacity to deal with ambiguity and solve complex problems effectively.
• The ability to effectively deal with stressful situations.
• The ability to work independently.
• Self-motivated, confident and energetic.
• Flexible, able to adapt to rapidly changing situations.
• Goal-oriented, able to focus on meeting all performance targets.
• A strong communicator with good presentation skills and strong verbal and written communication skills in English and the local language.
• Able to cooperate and work well with others to meet targets and support the team as and when needed.
• Proven ability to commit to flawless execution while complying with firm procedures and standards.
• Able to interact with general client staff and vendors with ease.
• Ability to manage conflict and conflicting priorities.
• Demonstrates ability to work with vendors to deliver efficient services.
• Demonstrates a proactive and professional approach to customer service.
• Proven ability to manage multiple and complex operational matters on a daily basis.
• Demonstrates ability to prioritize and manage the completion of projects efficiently and on time.

Nice to have

• Prior experience in facilities, property management, hospitality or a related field.
• Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services.
• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system).

Details

• On-site, Mumbai, MH.
• Scheduled weekly hours: 48.