Facility Coordinator in Kenilworth, NJ at JLL

Date Posted: 4/11/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Job Type:
    Other
  • Experience:
    Not Specified
  • Date Posted:
    4/11/2018

Job Description

We are currently seeking a Facility Coordinator to be responsible for achieving the expected level of service delivery as described in the Service Level Agreements and measured by the Key Performance Indicators across multiple sites including processing work orders and invoices, budgeting and customer reporting, providing timely transactions of communication and information, and providing support and backup to co-workers to ensure departmental goals are continuously met at our client’s facility.

RESPONSIBILITES

  • Create/revise purchase orders to acquire services or materials. Ensure accuracy of business unit and GL coding to align with site budget/forecast - must be familiar or able to learn the applicable procurement application including utilizing correct coding requirements on purchase requisitions.
  • Track service vendor commitments working with Facility Managers to validate receipting of goods and/or services in a timely manner.  Audit invoices for accuracy, report any concerns to Facility Manager
  • Review GRNV/BTAP reports daily.  Provide status commentary for all items. Engage Facility Manager for direction as needed to resolve any aging items.
  • Utilize and demonstrate proficiency with computer database systems that support and facilitate the entire procurement and vendor management program as well as any other supporting computer system
  • Generate reports for predicted spend (forecast) and track actual spend against forecasts in collaboration with budget owner to explain variance.  Assist with budgetary requests, analysis and reporting and act as a liaison to Jones Lang LaSalle finance team and other account team members.
  • Assist management and staff with operational reporting, budgeting, financial systems, and purchasing as necessary.
  • Assist with researching, analyzing and reporting budget variances and work with team members to identify and respond to any financial or budgeting related issues
  • Help support facility specific cost savings targets to contribute to the account achieving significant savings.
  • Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits.
  • Act collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation. 
  • Ensure delivery of committed services and overall satisfaction with Jones Lang LaSalle.
  • Demonstrate leadership, responsiveness and creativity in finding solutions for service delivery
  • Read and understand the applicable Service Level Agreements, help achieve the Key Performance Indicators and score favorably on the client satisfaction surveys.
  • Seek to continuously improve processes, systems and overall client satisfaction.
  • Provide direction/information to vendors, facilities staff and service providers as required ensuring excellent coordination/execution of work within the client environment with minimal disruption, as needed.
  • Ensure appropriate follow up with customers.
  • Develop/maintain positive relationships with internal/external customers and facilities staff.
  • Provide multiple site support throughout the client portfolio.
  • Compile required documentation to prepare monthly Governance slide deck presentations for various client locations.
  • Work order management/gatekeeper for compliance and KPI adherence.

EDUCATION AND EXPERIENCE

  • Associates degree in Facilities Management, Business or other related field
  • Bachelor’s degree, preferred
  • Or 2+ years’ experience with Facility or Business Administration

KNOWLEDGE, SKILLS, AND ABILITIES

  • Superior customer service skills and orientation
  • Ability to maintain professionalism at all times under stressful situations
  • Ability to plan and manage work under time constraints
  • Ability to multitask and work without direct supervision
  • Proficient in MS Office, and possess strong written, verbal and people skills
  • Strong organizational skills and collaborative style
  • Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports
  • Travel required – up to 30%


JLL Is an Equal Opportunity Employer

JLL is committed to developing and maintaining a diverse workforce.  JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law.  The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy at
https://jll2.sharepoint.com/CorporatePolicies/HR%20Policies/Equal%20Employment%20Opportunity%20and%20Affirmative%20Action.pdf.  

If you have questions about careers at JLL or are disabled and require further assistance in applying for a position, please contact us at careers@am.jll.com