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Facilities Coordinator

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JLL

Jan 25

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Real Estate & Property
    Facilities Management
  • Lyon
  • Quick Apply

AI generated summary

  • You must be fluent in French, knowledgeable in English, possess strong interpersonal and communication skills, and be proficient in Microsoft Office and specific equipment. Willingness to assist and problem-solve is essential.
  • You will manage vendor performance, maintain financial processes, conduct safety audits, support facility operations, handle mail, and ensure compliance with standards while providing excellent customer service.

Requirements

  • Fluent in French
  • Good knowledge of English
  • Strong interpersonal skills to manage a wide range of service providers
  • Excellent written and oral communication skills
  • Strong computer skills in Microsoft Office
  • Proficiency in using specific equipment: franking machine, envelope stuffing machine, software use, Fedex, Chronopost, GDV
  • Willingness to help colleagues
  • Ability to solve problems or improve operations

Responsibilities

  • Provide superior customer service to meet on-site client’s expectations.
  • Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works). As a start on specifically: Dining, Cleaning and Interior/Exterior landscaping
  • Assist in the procurement of vendors and services as required
  • Keep local Client informed of supplier/service performance
  • Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
  • Ensure prompt and accurate management of purchase orders
  • Management of the administration related to the needs of the service; tables for tracking the sending of invoices, updating the database of GDV employees, management of Wifi-guest etc.
  • Conduct regular audits to ensure safety procedures on site are in place and working
  • Assist in carrying out safety procedures when needed
  • Deliver the FM Services accordingly to the Client’s procedures and JLL best practices. Show with clients and employees always a positive and active behaviour and service minded approach.
  • Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
  • Provide support for regular reporting packages
  • Sorting and distribution of mail (except registered mail) or parcels - internal and external
  • Collect and box documents from reprography, 23 kg packages
  • Ensure all shipments leaving the reprography department (STACI)
  • Administrator of the P4P badge management software in close collaboration with the HR department and the Horoquartz supplier.
  • Monitoring of employee starters and leavers, internal office moves or changes within departments and update employee services accordingly.
  • Rental car reception (SIXT) management. Receive car key, inform employee of their arrived rental car, hand over keys
  • Assist in the implementation and management of property risk management program
  • Support the implementation and monitoring of disaster recovering and business continuity plans (support on Merck’s local 2800 program)
  • Follow established escalation procedures and incident reporting procedures
  • Soutenir les besoins ponctuels du FM
  • Être capable de fournir les bonnes informations au technicien concernant l'entretien du bâtiment (CVC, problèmes d'électricité, etc.).
  • Comprendre les exigences opérationnelles et techniques du site et s'assurer que les contrats en cours soient maintenus
  • Examiner et effectuer des contrôles ponctuels pour s'assurer que les fournisseurs/prestataires de services respectent leurs obligations contractuelles envers le client.
  • Veiller à ce que des inspections détaillées du bâtiment soient régulièrement effectuées et fassent l'objet d'un rapport en temps voulu.
  • S'assurer que la gestion de l’outil de travail (Corrigo / GMAO) soit utilisé efficacement et que les demandes soient traitées en temps et en heure.
  • S'assurer du bon suivi du plan de maintenance préventif
  • Comprendre et respecter les normes EH&S de Merck et JLL et signaler toute anomalie.
  • Gérer et aider à répondre aux besoins opérationnels du site tels que la réception, la préparation des salles de réunion (déplacement des cloisons, des équipements, etc.), l'interaction avec les propriétaires
  • Soutenir en tant que membre clé de l'équipe à répondre aux situations d'urgence
  • Établir et entretenir une relation étroite avec le client, les parties prenantes locales et les employés du client
  • Travailler en collaboration avec les collègues de l'équipe des installations, tant au sein du compte Merck que dans le réseau plus large de Jones Lang LaSalle
  • Gérer la réception, le tri et la distribution du courrier recommandé, des colis, internes et externes.
  • Gestion et suivi de la boite courriel de la réception
  • Gérer les convocations de la médecine du travail du site en lien avec l'administration de la santé au travail.
  • Réceptionner et acheminer les appels téléphoniques
  • Réceptionner les visiteurs (si nécessaire) pendant la pause déjeuner de l’agent de sécurité

FAQs

What is the primary responsibility of a Facilities Coordinator at JLL?

The primary responsibility of a Facilities Coordinator at JLL is to deliver Facilities services and assist the Facilities Manager with various administrative and operational activities, including finance, vendor oversight, and helpdesk support.

Is fluency in French mandatory for this position?

Yes, fluency in French is mandatory, along with a good knowledge of English.

What skills are essential for a Facilities Coordinator?

Essential skills include strong interpersonal skills, excellent written and oral communication abilities, strong computer skills in Microsoft Office, and proficiency in using specific equipment like franking machines and document handling software.

Are there opportunities for professional growth in this position?

Yes, JLL is committed to supporting professional growth and offers personalized benefits to help employees thrive both professionally and personally.

What type of procurement and vendor management is expected from the Facilities Coordinator?

The Facilities Coordinator is expected to assist in managing contractors on-site, ensuring they perform to required standards, and assist in the procurement of vendors and services as needed.

What financial responsibilities does the Facilities Coordinator have?

The Facilities Coordinator assists in financial processes to ensure timely and accurate management of purchase orders and related administration for services, including tracking invoices and maintaining databases.

Is health and safety management part of the Facilities Coordinator's role?

Yes, the Facilities Coordinator is responsible for conducting regular audits to ensure safety procedures are followed and assisting in implementing safety protocols as needed.

How does the Facilities Coordinator contribute to risk management?

The Facilities Coordinator assists in implementing and managing the property risk management program and supports disaster recovery and business continuity plans.

What type of environment does JLL promote for its employees?

JLL promotes a supportive culture that prioritizes mental, physical, and emotional health, offering a comprehensive benefits package to support personal well-being and growth.

Is this role suited for someone with no prior experience in commercial real estate?

Yes, JLL is open to applicants who may not have deep experience in commercial real estate but possess relevant experience and are eager to learn and grow in the industry.

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JLL

We shape the future of real estate for a better world

Real Estate
Industry
10,001+
Employees

Mission & Purpose

We’re a leading professional services firm that specializes in real estate and investment management. JLL shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities. We want the most ambitious clients to work with us, and the most ambitious people to work for us. Join us.

Benefits

  • Medical Plan

    Choose from three plan options: Standard, Plus or Basic, administered by UnitedHealthCare and, in limited locations, Kaiser Permanente. Health Savings Account (HSA) automatically comes with Plus or Basic plans and is Company-funded with $600 for employee coverage, or $1,200 for employee+1 or family coverage. 100 percent preventive care coverage is included with all plans.

  • Paid time off (PTO)

    Combines vacation, sick leave and personal time: 18 to 28 days per year, depending on your years of service and job level.

  • Enhanced Life Insurance

    Take advantage of group rates on optional coverage for you, your spouse/domestic partner and children at your own cost. Enroll when first eligible for the most favorable underwriting.

  • Parental Leave Pay

    Six weeks of paid leave at 100% of salary.

  • Flexible work arrangements

    May be available to help you balance work, family and personal commitments.

OpportunitiesView all