Operations Coordinator

JLL - Seattle, WA

Position Summary:

Directly support the Facility Manager with on-going facility and team related responsibilities, including, but not limited to:

• Assist with budgetary requests
• Work with team members to identify and respond to any financial or budgeting related issues
• Helps support facility specific cost savings targets to contribute to the account achieving significant savings
• Supports requests associated with Jones Lang LaSalle Management, Operations audits

• Provides support for guests, visitors and employees at client locations
• Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
• Resolves problems associated with all building services including: janitorial, parking, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment. 
• Coordinates special events in support of client or Jones Lang LaSalle
• Provides support for meetings and conference room reservations, as needed and directed
• Assists with the coordination and scheduling of maintenance activities
• Assists management and staff with operational reporting, budgeting, financial systems, purchasing as necessary. 
• Acts as a interface with client, visitors and guests.  Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
• Ensures delivery of committed services and overall satisfaction with Jones Lang LaSalle performance.  Demonstrate leadership, responsiveness and creativity in finding solutions for service delivery.
• Review Invoices, receipts and work orders/tickets

Scan, file receipts for expense reporting

• Helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
• Ensures appropriate follow up with customers
• Seeks to continuously improve processes, systems and overall client satisfaction
• Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed
• Inventory and stocking of Office Supplies
• Coordinate Vendor Services
• Space Planning

Coordinate with leads on team growth and workstation needs
Update MAC programs weekly

• Transportation

Bike Program

• Seating assignments, New Hire Set ups, Exits

Facilitate new hire process by coordinating with team leads, update appropriate employee data bases, providing welcome material and badge assignment.

• Mail and Packages

Receive and log all incoming/outgoing packages
Prepare shipments and print labels
Coordinate pick ups with various providers.
Storage and pick up of employee items
Daily delivery of mail to mailboxes.
 

• Security and Safety
  • BET and Safety programs
    • Distribute and or update employee/contractor badge.
    • Retrieve badges from exited employees and return to main office.
    • Manage temp badge log and supply levels.
• Assist internal Visitors
• Maintain positive environment
• Documents, publications, and signage for the office
  • Manage Web Page
  • Ad hoc signage around the office
  • Helping remote teams display signage (open enrollment, other programs)
• Liaison between, employees, and leads
• Landlord Relations
• Monthly site audits
  • Site Inspection Report
  • Safety Equipment
  • Seat Assignments
  • Repairs and Maintenance reports
  • Vendor audits (Janitorial, HVAC)
• Events and All Hands
  • Room set ups and bookings
  • Monthly events (Valentines, various holidays throughout year, events)
  • Conference room and Calendar system Management
    • Set up rooms and non-room resources
  • Events queue management
• Tickets and Reporting
  • Manage work tickets Queue for facilities related items
    • Respond to tickets, resolving issues, hiring outside vendors as needed.
  • Reporting on scores, ticketing trends, etc.
  • Reporting on space utilization and capacity planning
• Projects and Improvements
  • Helping coordinate vendor access to space
  • Checking out badges for vendors
  • FDOB Set Up (First Day of Business)

 Requirements

• High school education or undergraduate degree preferred.
• 1-2 years FM experience preferred
• Superior customer service skills and orientation
• Ability to maintain professionalism at all times under stressful situations
• Ability to plan and manage work under time constraints
• Ability to multitask and work without direct supervision
• Proficient in MS Office, and possess strong written, verbal and people skills
• Strong organizational skills and collaborative style needed

 Start a lasting career with JLL today!
Total Rewards reflects JLL’s investment in employees’ needs and preferences in Career, Recognition, Well-being, Benefits and Pay.  We offer a competitive salary and benefits package. To be considered, please visit our Web site at http://www.us.jll.com/united-states/en-us/pages/careers.aspx to apply online.   All resumes MUST BE submitted via our web site. Please reference Job  47847BR
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Posted: 30+ days ago

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