Facility Coordinator in Nashville, TN at JLL

Date Posted: 9/5/2018

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Nashville, TN
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
    9/5/2018

Job Description

OVERVIEW
Provide general overall Facility Management (FM) services including continuous monitoring of the facility. Work with property managers to handle routine property management operations, including: 
procurement of property supplies and services, issuing purchase orders, managing bid requests and service/construction contracts, and processing of accounts payable and accounts receivable. The Facility Coordinator (FC) is the client primary contact for conference services, as well as where there isn’t an on-site resource. As part of the Public Institutes model, the FC will listen to the voice of the customer in order to ensure consistent service delivery. The FC must be a team player and work with Engineering Services, third party vendors, account team and all other necessary parties to meet all key performance indicators as set out in the master service agreement.
ESSENTIAL FUNCTIONS
•    Assist Facility Management Team with tactical planning for the team’s goals and objectives
•    Provide facility specific assistance to the project management team as needed or requested
•    Manage and maintain small facility management tasks as assigned
•    Coordinate special events in support of client or JLL
•    Provide support for meetings and conference room reservations as needed and directed
•    Assist with the coordination and scheduling of maintenance activities
•    Provide general overall facility management services including continuous monitoring of office/facility
•    Act as an interface with client, visitors and guests
•    Ensure appropriate follow up with customers
•    Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption
•    Properly and effectively administer and maintain all security systems
•    Assist with budgetary requests, analysis and reporting
•    Assist with researching, analyzing and reporting budget variance
•    Managing/coordinating 3rd party vendor performance including tracking work order completion and validating invoices as needed
•    Ensure all site management and operations practices are in compliance with company and client standards
•    Communicate/Escalate with appropriate parties (client, vendors, MES, E&O, etc.) as needed
•    Work with Call Center to ensure average speed to answer (ASA) is within agreed KPI thresholds
•    Cultivate and maintain a positive working relationship with client representatives (JLL or external) and service providers. 
•    Performing day-to-day oversight/monitoring of work order completion and follow-up with vendor and client
•    Recommend continuous quality improvement practices across the client portfolio.
•    Ability to move and lift furniture/boxes up to 50 lbs.
•    Coordinates logistics for internal meetings, events and presentations for staff building-wide. Assists staff with scheduling rooms and catering, meeting room configuration and AV set up. Monitors and resolves problems during meeting implementation requiring AV services.
•    Works with security and building management to evacuate the building in an event of an emergency.
ADMINISTRATIVE
•    Contract administration and associated reporting
•    Coordinate and provide overall performance reporting
•    Establish/coordinate access into necessary applications as needed.
PLATFORM/DATA
•    Coordinate portfolio and responsibility changes with data management team to update location service matrix as needed.
•    Train vendors/engineers on all applicable software platforms as needed (CMMS, etc.)
•    Train internal staff on the use of AV equipment in our Technology conference rooms as needed.
EDUCATION AND EXPERIENCE
•    Associates degree in facilities management, building, business, or other related field
•    Bachelor’s degree, preferred
•    2+ years’ experience with Facility or Property 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

 



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