JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

MAIN PURPOSE: 

To Pro-actively support the Facility Manager and Hub Manager in the day to day delivery of all facility management related functions and when needed, also covering the main switchboard activities and the running of the Reception and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees. 

MAIN JOB RESPONSIBILITIES: 

This role involves providing exceptional customer service, fostering community and collaboration, and supporting various workplace initiatives. 

Process invoices without delay and in deadlines, as per instruction from the Finance Department 

Office maintenance: Ensure the office is organized and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..). 

Help and achieve customer satisfaction through providing high standard services, attention to detail, identifying and implementing improvements in FM services as well as implementing of any EMEA roll out activity in timely manner 

Provide excellent customer service to employees and visitors, responding to inquiries, providing information, and addressing concerns promptly and professionally. 

GENERAL RESPONSIBILITIES 

Operations and Building Management 

Proactively engage stakeholders to ensure that on site client’s expectations are met as key point of contact for Facilities and support to staff  

Office cleanliness: oversee & report cleanliness in office, pantries, etc. Janitorial, Stationary, Post/Courier, Engineering& Cleaning Services 

HSE: Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report). Ensure the provision of a safe working environment for JLL team and vendors 

HSE: Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing 

HSE: Ensure all chemicals used on site have an up-to-date chemical list available at the place of storing and only trained staff is handling them. 

Ensure JLL HSSE contractor management process is being followed when vendors attend site. 

Data Quality: Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites  

Regularly meet Client for update and feedback on ongoing FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site 

Communicate and cooperate with landlord where and when necessary and required 

Landlord main of contact. Maintain building procedures and performance measures and ensure they are maintained at all times: Supporting Cleaning and H&S Audits 

Regularly meet Regional Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site 

Vendor Management  

Regularly meet with vendors and monitor activity, keep written documentation about meetings and topics discussed 

Ensure RAMS are provided 

Audit scorecards and Jagger updated and vendors are aligned with JLL procedures and protocols engagement.  

Finance Management  

Process invoices without delay and in deadlines, as per instruction from JLL Finance team and ensure JLL financial processes are followed at all times.  

Raise Purchase Orders (PO’s), regularly review accruals and open PO’S and take necessary actions to successfully and without delay receipt and close or cancel all open PO’s and balances – annual and reactive POs. (new Poland) 

UMLV Reporting and updates to ensure weekly match to opened POs. (new Poland) 

GR’d invoices matched to Pos and Quarterly Forecast Management  

Capex and Opex review  

Soft skills 

Take initiative in daily tasks, have a pro-active attitude and share knowledge with your peers 

Communicate in professional manner, taking the audience into account  

Respond to requests and e-mails in a timely manner 

Potential Front Desk coverage as required.  

Meet & greet all those entering the office in a warm, professional and polite manner 

Badge management: remote owner where Physical Security is not active. Tag, control and create access cards per client request 

Visitor Management – Envoy + Work with Client’s Physical Security protocols to ensure a record and data entry for guests / contractors attending site is completed 

Access control with building management where access is to be requested and approved.  

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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