We are looking for a Facilities Co‐ordinator for our Real Estate Workplace Management business line. About JLLWe're JLL. We're a professional services and investment management firm specialising in real estate. We help organisations 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! Role PurposeTo proactively support the Facilities Manager and EMEA Operations Director in the day-to-day delivery of all facilities management related functions, and when needed, also covering the main switchboard activities and the associated services, as well as the first point of contact for suppliers, vendors and office employees. The Facilities Co‐ordinator in Porto, Portugal will ensure coordination of day‐to‐day client activities for assigned properties and support the Facilities Manager by being the on‐site key point of contact for key stakeholders and/or clients. The role has responsibility for service quality, helpdesk task resolution, vendor management and operations on site. What This Job InvolvesCo‐ordinating responsibility of the local site(s) within Portugal, based on site in Porto Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager Take initiative in daily tasks, have a proactive attitude and share knowledge with your peers Client / Stakeholder ManagementProactively engage stakeholders to ensure that on‐site client's expectations are met On‐site key point of contact for Facilities in the client's premisesRespond to requests and e‐mails in a timely manner First contact for support to staff Communicate in a professional manner, taking the audience into account Vendor Management – Janitorial, Stationery, Engineering, Catering consumables, & Cleaning ServicesEnsure stationary stock levels are managed accordingly and within budget Order consumables (e.g. stationery, beverages, toilets and kitchen supplies etc. where applicable to Workplace) Ensure JLL HSSE contractor management process is being followed when vendors attend site Communication to Vendors and SupplierOffice cleanliness: oversee & report cleanliness in office, pantries, etc.Ensure office is organised and all equipment in proper conditions (AC, lights, electrical, cafeteria equipment, desks, chairs, etc.)Finance Management / Cost Control / ProfitabilityProcess invoices without delay and within deadlines, as per instruction from JLL Finance team Ensure JLL financial processes are always followed Raise Purchase Orders (PO's), regularly review accruals and open PO'sHealth & Safety ManagementEnsure the provision of a safe working environment for JLL team and vendors Ensure near‐misses/good catches are logged through HSSE system for all assigned sites Ensure a safe and engaging environment for our colleagues and client by identifying risks during regular site inspections, which will be recorded and documented (site inspection audit report) Ensure site logbooks are administrated and documents uploaded to SharePoint Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for items within JLL control Supporting Cleaning and H&S Audits for JLL Attending HSE AuditSite Operations ManagementImplement building procedures and performance measures and ensure they are maintained at all times Coordinate works within the buildings, granting access and authorisations from all involved areasLog, 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 Facilities Manager 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 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 Identify and implement at least four innovations that reduce costs or improve customer experience Ideal ExperienceExperience in facilities management, building, business or other related field Excellent people skills and ability to interact with a wide range of client staff and demands Knowledge of Occupational Safety requirements Strong PC literacy and proven ability to manage daily activities using various systems Demonstrated experience with continuous improvement initiatives (highly desirable) Knowledge of vendor management for specialised services Proven capacity to understand and interpret commercial contracts Budget management and financial analysis skills Other Personal CharacteristicsStrong communicator – good presentation skills and possesses strong verbal & written communication skills also an active listener Passion for quality – has an eye for detail to make sure the best delivery of services Self‐motivated; confident & energetic, able to work under own initiative Ability to effectively deal with stressful situations Flexibility and adaptability to changing business requirements is a prerequisite for this role Must be prepared to be on call and work out of normal working hours where applicable Strongly goal‐oriented – able to focus on meeting all performance targets Is a team player – able to cooperate and work well with others to meet targets Ability to network at all levels within the organisation Proven ability to initiate and follow through with improvement initiatives Ability to manage multiple projects and priorities Exhibits honesty & trustworthiness Open to new ideas & willing to challenge status quo What You Can Expect From UsYou'll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like‐minded people work naturally together to achieve great things. Our Total Rewards programme reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you... Apply today atjll.com/careers .#J-18808-Ljbffr