Facilities Coordinator

We are seeking an experienced Facilities Coordinator to serve as the face of our office for a leading global consumer goods company. This dynamic role combines front of house duties with facilities management to ensure seamless daily operations and Client satisfaction. The ideal candidate must be ready to resume operations in a demanding environment where multitasking, prioritization, and adaptability are essential to success.

• →FM Operations Management: Oversees daily service delivery across all facilities service lines in compliance with agreed Service Level Agreements (SLAs). Serves as primary escalation point for all facility-related issues, coordinating resolution with internal and external stakeholders. Conducts regular service reviews and implements continuous improvement initiatives to enhance operational efficiency.
• →Reception & Visitor Management: Manages front desk operations including telephone support, inquiry routing, and message handling to ensure seamless communication. Oversees visitor management operations to ensure professional guest experience and site security compliance. Coordinates mail distribution, package handling, and courier/post services to support efficient workplace operations.
• →Meeting Room & Event Support Coordinates meeting room bookings and ensures spaces are properly configured for various business requirements. Arranges catering services for internal and external meetings. Supports event logistics including setup coordination, on-site support during events, and post-event cleanup oversight.
• →Administrative Support & Reporting: Provide comprehensive onboarding support for new employees and provisioning of equipment including welcome packages, company vehicles, mobile devices, business cards and meal voucher cards. Process monthly meal card requests through the designated platform. Maintain daily office attendance records.
• →Fleet Management: Supports all aspects of company car fleet management including vehicle orders, allocation, and lifecycle management. Manages fuel card distribution, toll device coordination, and processes traffic fines in compliance with company policies. Coordinates with fleet management vendors and employees to ensure optimal service delivery and cost efficiency. Maintains accurate fleet records and produces reports on fleet utilization and costs.
• →Mobile Device Management: Coordinates mobile device procurement, distribution, and lifecycle management for employees. Manages mobile service contracts, SIM card allocation, and troubleshoots connectivity issues. Maintains accurate inventory of mobile devices and ensures compliance with company mobile device policies.
• →Financial Administration: Manages purchase order creation, supplier invoice verification, and coordinates with the finance department for payment processing. Maintains accurate tracking of facilities expenses and reconciles against budget, highlighting variances and cost-saving opportunities.
• →Supplier & Vendor Relations Serve as primary point of contact for facilities service providers, contractors, and suppliers. Ensure compliance with service level agreements, review vendor performance, and escalate issues as required. Manage procurement of facilities supplies, equipment, and materials in accordance with company procurement policies.
• →Compliance and Ad Hoc Support Ensure strict adherence to security, quality, environmental, and health & safety regulations across all operations and escalates incidents appropriately. Keep accurate records of all administrative activities, equipment distribution, and employee information for audit and reporting purposes. Take on additional projects and tasks as business needs arise, demonstrating flexibility and initiative in supporting organizational objectives. Maintain positive, helpful demeanor that enhances overall workplace experience.

Minimum 2-3 years of a similar role, preferably in corporate environment.

• Strong communication skills in French and English (written and verbal)
• Proficiency in Microsoft Office suite.
• Excellent organizational and multitasking abilities
• Strong communication and interpersonal skills
• Professional demeanor with strong customer service orientation
• Proactive problem-solving approach with attention to detail
• Ability to work independently under remote management

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

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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