Facilities Coordinator

The Facilities Coordinator will serve as the account’s on-site representative at our client’s site in the Greater Chicago Area.  They will assist the Facilities Team Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, and occupancy planning services.

Client/Stakeholder Management

• →Provide superior customer service to meet on-site client’s expectations

Procurement & Vendor Management

• →Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ work)
• →Coordinate and oversee work performed by third-party vendors
• →Assist in the procurement of vendors and services as required

Finance Management

• →Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
• →Invoice review and issue resolution
• →Provides input to budget preparation (CAPEX and OPEX) and variance analysis

Health & Safety Management

• →Conduct regular audits to ensure safety procedures on site are in place and working
• →Assist in carrying out safety procedures when needed
• →Participate in emergency response procedures, technical training programs and safety training programs as required

Site Operations Management

• →Manage work orders for the site to ensure all required data related to the work performed is captured
• →Update and maintain records of all maintenance performed on site via CMMS system
• →Respond to client service requests
• →Operate and maintain building equipment and systems
• →Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
• →Seek ways to constantly reduce costs and improve operational standards
• →Maintain premises in neat and good working condition at all times
• →Perform routine facility inspections
• →Able to be on stand-by and to assist with after-hours emergencies
• →Perform all other tasks as requested by management

Risk Management

• →Oversee minor improvement projects at the site
• →Support major capital projects at the site, as needed

Maintenance

• →Support and perform repairs and maintenance of commercial buildings and building systems including: HVAC systems (filter and belt changes), minor electrical repairs and re-lamping, plumbing, hardware, signage, ceiling tile replacements, doors and lock repairs, painting and minor carpentry; installation of wall hangings, and repair flooring and roofing as needed
• →Support and perform production needs as and when required including but not limited to: inventory management, assembly, shipping & receiving, delivery
• →Ensure that client safety and comfort are maintained, and that the property's equipment is maintained and operated per established guidelines.
• →Perform and support preventative maintenance on building equipment and components, update records, and review status of preventative maintenance work with team manager.
• →Support incremental and project moves by relocating furniture, equipment, and boxes as needed.
• →While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee is occasionally required to smell for unusual orders.  The employee must occasionally lift and/or move up to 75 pounds and occasionally lift and/or move up to 100 pounds

Achieve Key Performance Indicators and Service Level Agreement targets

• Prior experience in facilities, property management, hospitality or related field preferred
• Knowledge of local building code requirements is advantageous
• Understanding of basic building systems and components (HVAC, plumbing, fire protection/alarm systems, electrical systems, A/V systems, office furniture, carpet and flooring) is advantageous
• Work order/CMMS system experience (Corrigo preferred)
• Need to pass and be approved for client's Unescorted Access badge approval which requires drug screening and criminal background clearance.

Firm First Mindset

• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm’s procedures and standards

Client Focus & Relationship Management

• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• o    Has a customer-oriented attitude

Project Management & Organizational Skills

• Proven ability to manage multiple and complex operational matters
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner

Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively

• Ability to effectively deal with stressful situations
• Able to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English); also an active listener
• Exhibits honesty & trustworthiness

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

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!

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Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.