Workplace Experience Coordinator

Job content

About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 92,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honoured to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

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

One TEAM

The individual is representing the GBS Workplace Services locally and manages all involved subcontractors across the IFM scope of service.

General
Provide a proactive approach to develop good working relationships with all involved parties
Ensure the provision of a safe and healthy working environment and ensure compliance with all company policies and procedures as well as client site policies, procedures and working arrangements as required
Ensure a professional image of JLL is presented to clients and visitors, and ensure excellence in customer service is delivered and promoted at all times

Client/Stakeholder Management
Proactively engage stakeholders to ensure that on site client’s expectations are met and exceeded
On-site key point of contact for Facilities in the client’s premises, contact to landlord

Human Experience
Enjoy and excel working on a fast-paced environment.
Be detailed oriented to deliver results timely and with the highest quality.
Feel empowered to create memorable human experiences for the client, the internal JLL team, and the account’s OneTeam while upholding safety standards.
Be a passionate expert that embodies the JLL Human Experience culture of being an early adopter and turning problems into opportunities while having the flexibility to think outside of the box.
Be a role model with uncompromising standards who works as a collaborative team player, communicates professionally and demonstrates accountability.
Be open to new and innovative ideas and you focus on continuous improvement and delighting the customer.
Think “Workplace Experience”. Everyone in the organization is part of the team!
Be a proactive, empathetic leader who brings a positive attitude to the workplace each day.
Be a change agent who lives JLL’s core values, including: ethics, teamwork and excellence.
Working with and for people is your passion!

Site Operations Management
Manage work requests / service tickets from Corrigo (CMMS system)
Technical support requests (too hot/too cold, humidity, cleaning, etc.)
Support with meeting room set up (only as substitute support)
Assist in internal office moves
Assist in other regional/local GBS Workplace Services activities
Parking space management / Car fleet support
Member of Crisis management team
Paper stock management + paper ordering (+audit)
Bus tickets reimbursement
Ordering kitchen (beverages, coffee, fruits, snacks) consumables
Badge ordering via LL (+ documentation)
IT equipment handover / loan laptops against signature
Manage print toner stock (refill/exchange)
Load communications on Virtual screens in alignment with local HR
Support P&G starter & leaver process (locker, badge, workplace)
Maintain telephone list (all site-based employees)
Conference room booking (printouts)
Server room access tracking

Purchasing, Accounting and Vendor Management
Ensure vendors are well-managed, delivering services on time, within budget and according to P&G’s HS&E guidelines
Ensure that vendor procurement processes comply with agreed client procurement guidelines as well as JLL best practice
Collection and evaluation of vendor offers
Raise purchase orders in SAP /JDE
Invoice, Purchase order and accruals preparation
Send 3rd party invoices to Warsaw Finance / Accounting team
Work closely with Accounting team on invoice issues (GRNV/PO, UMLV monthly reports)
Support Facility Manager in up-date Contract SOP/SOW data sheet

Reception Services
Occupy reception desk at the main entrance to the office floor
Answer incoming calls at local switchboard
Welcome new visitors or P&G employees from other sites at Schlieren SO
Follow the end-to-end visitor process (incl. visitor list)
Act as “go to” person for all employees and visitors at the main reception
Check reception manual regularly and update data
Update Occuancy plan on FM Space system on a monthly basis

Mail Services
Preparation of mail, registered mail and parcels for mail collection
Distribution of incoming mail to the post boxes/lockers (incl. DHL)
Management of the postal statistics for incoming and outgoing mail & parcels
Control of incoming deliveries with delivery note
Prepare outbound shipments
Keeping statistics for incoming and outgoing DHL post / parcels
Dangerous goods shipping according to the process specification (incl. DG audits)
Support Company shop parcel delivery

HS&E Management
Complete HS&E internal & external trainings
Owner of HS&E PPE controls and maintenance (incl. BOS tours)
Administrator of all control reports
Ensure contractors are aware of HS&E requirements & roles
Preparation of yearly HS&E audit
Ensure the provision of a safe working environment
Ensure compliance with statutory regulations on fire, health and safety standards
Enforce a zero tolerance to unsafe working practices to target a zero-accident rate.
Comply with all JLL and P&G HS&E requirements and policies
Site specific HSE onboarding for new starters
Control of first aid boxes / defibrillator
First aider qualification

Security Management
Provide regular physical security updates (full reporting to JLL Security Lead)
Prepare and execute annual APR audit
Physical Security (TPSP)

Event / Meeting Management
Prepare and coordinate for P&G info meetings, announcements
Manage the technical equipment (Audio visual)
Coordinate technical equipment, communication and documentation before and during the actual event

Asset Management / Administration
Fixed assets Owner, audit preparation supported by WEL & CCT
Asset inventory, counting, reviews
Tag new assets/ FADO preparation

Project Management
Support capital projects from start to completion
Ensure completeness of handover from PM to FM site team

What you can expect from us

We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.

We can’t wait to see where your ambitions take you at JLL. Apply today!
Apply quoting reference REQ211890 at jll.com/careers.

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What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!