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Role Summary
The Facilities Coordinator will assist with operational activities in accounting and finance maintenance and operations vendor oversight purchasing of materials equipment & supplies occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support where required.
Responsibilities
* Workplace Management: Provides hospitality and support for guests, visitors and employees at client location; resolves problems associated with all building services including janitorial, conference rooms, workstations, as well as interior and exterior furnishings, fixtures and equipment, printers and meal / snack service.
* Coordinates and schedules maintenance activities to ensure completion within the defined Service Level Agreement (SLA).
* Collaborates with IT, Security, Kitchen, Real Estate and other internal departments to ensure work is completed to a high standard.
* Manages CMMS systems to track tickets and ensure all issues are completed within SLAs; converts requests outside CMMS (phone, text, email) into tracked tickets.
* Performs detailed inspections, identifies issues and assigns tickets; ensures facilities comply with local building health, safety and fire codes and regulations; reports issues promptly.
* Creates and implements site operational rules and standard operating procedures; identifies opportunities for operational improvements and follows through on action plans.
* Completes short and long-term client projects and ensures work stays within budget; identifies monthly cost-saving ideas.
* Coordinates special events, supports on-site vendors, and coordinates with client teams to set up co-location spaces.
* Manages office supplies and reorders stock as required.
* Finance Management: Assists in financial processes to ensure timely and accurate completion; tracks site-relevant spending vs. budget; ensures prompt management of purchase orders; handles raising and receipting of purchase orders in Ariba or other systems as required.
* Health & Safety Management: Conducts regular audits to ensure safety procedures are in place; keeps records up to date; ensures H&S roles are understood on site; assists with safety procedures as needed; reports on JLL H&S platforms as required.
* Vendor and Supplier Management: Assists in managing all contractors on site to ensure performance; works with suppliers to adopt a one-team approach; assists in procurement of vendors and services as required.
* Account Performance: Develops and maintains relationships with client and stakeholders; monitors customer satisfaction; completes regular reports; contributes to continuous improvement; meets KPIs as identified by the Account Lead; ensures compliance with JLL audit standards.
* Client Focus & Relationship Management: Demonstrates proactive, professional customer service; engages with a wide range of client staff including senior levels.
Location
Gallaratе (Gallarate) – On-site Milano ITA
Riassunto del ruolo (Italian)
Il / La Coordinatore / Coordinatrice Facility assisterà nelle attività operative di contabilità e finanza, manutenzione e operazioni, supervisione fornitori, acquisto di materiali, attrezzature e forniture, servizi per loccupancy e helpdesk. Il / La Coordinatore / Coordinatrice Facility dovrà inoltre fornire supporto amministrativo quando richiesto.
Gestione degli Spazi di Lavoro: Fornisce ospitalità e supporto per ospiti, visitatori e dipendenti presso la sede del cliente; risolve problemi associati a tutti i servizi dell’edificio, inclusi pulizie, sale conferenze, postazioni di lavoro, arredi, attrezzature e impianti interni ed esterni, stampanti e servizio pasti / snack. Coordina attività di manutenzione per garantire il completamento entro SLA; collabora con IT, Sicurezza, Cucina, Real Estate per elevati standard; è responsabile dei sistemi CMMS e converte richieste esterne in ticket tracciabili; esegue ispezioni dettagliate e assicura conformità a codici locali di edilizia, salute e sicurezza; crea regole operative e procedure; identifica opportunità di miglioramento; gestisce progetti a breve e lungo termine nel budget; coordina eventi, fornitori, forniture per ufficio.
Gestione Finanziaria: Assiste nei processi finanziari, traccia spese vs. budget, gestione ordini d'acquisto e archiviazione in Ariba o sistemi analoghi.
Gestione Salute e Sicurezza: Conduce audit, aggiorna registri, assicura ruoli H&S e procedure, riporta su piattaforme H&S.
Gestione Fornitori: Assiste nella gestione di appaltatori, garantisce standard e collabora con fornitori per gestione integrata.
Performance dell’Account: Relazioni solide con client e stakeholder, soddisfazione del cliente, report regolari, analisi per miglioramento continuo, KPI, conformità agli standard di audit JLL e aggiornamento delle informazioni relative alle strutture.
Focus Cliente e Gestione delle Relazioni: Approccio proattivo al servizio clienti; interazione con staff di livello senior.
Dettagli
Sede : Gallarate
Location : On-site Milano ITA
Employment Type : Full-Time
Experience : years
Vacancy : 1
If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!
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I want to work for JLL.
Required Experience : IC
Key Skills
Management,Mac Os,Clinical Data Management,Leadership,AC Maintenance,Financial Reporting
Note: This description reflects information available at the time of publication and may be subject to change.
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