Facilities Coordinator

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.
If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best. We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions – join us at JLL!
Location: Dublin, Ireland
Role Purpose
An exciting opportunity has arisen for a Facilities Coordinator based in Dublin. JLL Integrated Facilities Management (IFM) is currently searching for an experienced Facilities Coordinator to manage, coordinate, support and facilitate building operations for a Dublin City centre client. They will be supported by and manage a team of facilities professionals and report to the Facilities Manager whilst also syncing with the Clients Global Team and supporting operations across EMEA.

Role Overview

• Provide superior customer service to meet on-site client’s expectations
• Act as a point of escalation for any Agency staff and key contacts about Facilities issues. Carry out regular floor walks to understand issues and assist in resolving them; escalating to the Facilities Manager as required.
• Develop and maintain close relationships with key contacts; fully understand the relationship dynamic at site level.
• Identify opportunities to improve service delivery and provide better value for money. Continuously research new ideas to enhance service delivery and quality. Work closely with each supplier to encourage innovation and improvement.
• Deliver in conjunction with the FM a programme of continuous improvement and innovations amongst the key suppliers.
• Communicate concerns / issues relating to building services to the client as required (escalation).
• Support the client with day-to-day requests
• Interact with the building landlord when requested

Vendor Management

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works). Fully understand the delivery model for each of the key suppliers.
• Act as a point of contact for all Suppliers in respect of Building Services issues (by supporting the Facilities Manager who is directly responsible for all Suppliers). Understand their business model and their challenges in a partnership approach to always ensure high quality of service is received by the client.
• Attend monthly meetings with the suppliers highlighting performance highs / lows.
• Carry out spot checks on all aspects of the supplier’s service delivery including but not limited to inspections of work, site folders and SOPs.

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• Assist in the management of supplier budgets ensuring all variances are justified (to be discussed and reviewed in monthly supplier meetings).
• Approve supplier quotations up to a value approved by the client, ensuring that costs have been checked and monitoring quality of work delivered on site.
• Raise PO’s as and when required.

Health & Safety Management

• Conduct regular audits to ensure safety procedures on site are in place and working.
• Ensure the program of site inspections is adhered to and collate copies locally.
• Assist in carrying out safety procedures when needed.
• Develop a safety culture across the key suppliers and instil a good catch mindset
• Highlight any safety concerns to the Senior Facilities Manager and client.
• In matters of emergency, relay relevant communication and assist with any follow-up actions.
• Supporting the H&S function as required eg. Fire Drills.

Site Operations Management

• Deputise the Facilities Manager during periods of planned / unplanned absence.
• Responsible for the day-to-day operational management via effective management of key suppliers.
• Gain a full operational overview of how the site operates in terms of the on-site FM team, the key suppliers of facilities services and the occupiers
• Assisting with any general facilities issues by investigating and determining the root cause and response in accordance with priority levels. Monitor and drive performance improvement.
• Advise on appropriate service levels to constantly reflect the demands of the site.
• Ensure that all areas onsite are run efficiently, effectively and within H&S and legal guidelines.
• Adopt best practice to reinforce the consistent and effective use of BMS system by colleagues and supply partners.
• Assist with reporting on the account as required.
• Ad-hoc pottering and maintenance duties as and when needed.
• Work with the client on service charges

Risk Management

• Assist in the implementation and management of property risk management program
• Support the implementation and monitoring of disaster recovering and business continuity plans
• Ensure all suppliers maintain BCP plans and appropriate plans are in place for incident management.
• Establish and maintain robust procedures to deal with incidents and emergencies, both in and out of core business hours.
• Follow established escalation procedures and incident reporting procedures and ensure all key suppliers do the same.
• Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honoured to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued, and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences, and perspectives help us think bigger, spark innovation, and succeed together.

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.