Facilities Co-ordinator
Job description
JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
About JLL
We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations 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!
Location: Camberley, Berkshire
Standard working hours would be between 8am and 4pm.
Main Duties and responsibilities:
Meet and Greet
To liaise with Security on the arrival of any visitor(s)
If required, to collect visitor(s) if host/PA is not immediately available
If required, to accompany visitors to front desk for their departure following meeting
Switchboard
Ad hoc switchboard calls.
Post
To take delivery daily (Monday – Friday) of any post deliveries, open and distribute to PAs for each area.
If there is any urgent post received and the appropriate person(s) are not available to bring to the attention of the Office Manager on how to proceed.
To scan and forward any incoming orders or invoices to Sales or Finance for processing.
To forward any post to an employee who is not due to be in the office for a while – following their request/authorisation to do so.
To collect daily any outgoing post, frank as appropriate, arrange any special deliveries and ensure this is at the collection point in time for the daily collection.
To package up and send out mobile devices to employees.
Meting Rooms
To make meeting room bookings on behalf of any staff member as requested and ensure that the requestor receives confirmation that the booking has been made and detail.
To ensure meetings rooms are appropriately set up for the day’s bookings. This will include moving any furniture (tables/chairs) so that the room is set up according to the requirements of the room booking. (Would hope this is viewable via the meeting room tool – when available but until then will be via Outlook Calendar).
To ensure at the end of each meeting, and at the end of the day, that the meeting room is changed back to the original layout.
To clear away any left papers, cups, or refreshments, including food, and if necessary, to clean up any mess, for example coffee spills, and ensure that the meeting room is fit for use again.
To liaise with catering that any refreshments or food catering requirements are in line with the booking confirmation.
To return any serving plates, cutlery, or left-over food to catering or HC kitchen area once no longer required.
To ensure that meetings rooms have pens, writing pads, flip chart/pens if required for a meeting.
Parking
To be able to book and cancel car parking bookings on behalf of any employee as requested; (albeit .
To liaise with Office Manager should there be any instances of a requirement for insufficient parking/overflow parking arrangements.
Taxi Bookings
As and when required to arrange taxi bookings for either visitors or staff members.
Vending Machine
To regularly ensure throughout the day that the vending machine is working with sufficient supplies in the machine to do so and to replace if necessary.
To ensure that any split drinks are cleaned up and the area is safe and hygienic for use in the absence of a contracted
Photocopier
To ensure that the photocopier is sufficiently stocked with paper and toner cartridges and liaise to ensure stocks are replenished in a timely manner; (assuming there will be service provider).
Kitchen Area
To regularly monitor the cleanliness of the kitchen area, clearing away dirty cups, plates, utensils, to ensure Health & Safety standards are kept
Once a week – probably a Friday – to go through the two fridges in the kitchen area and dispose of any out of date food or milk and ensure it is clean
Stationery
To ensure that stationery pod is sufficiently stocked and to liaise with the stationery co-ordinator for any short falls to be ordered and replenished as necessary
Deliveries
To collect deliveries and distribution accordingly
Access Cards
On occasion staff will turn up without a PKI card – whether this be lost, forgotten or broken. Also some basic card administration will be necessary on the system from time to time.
Other
As and when required to help with packing up parcels, filling envelopes for a large distribution mail outs or to assist with photocopying requests that are too small to be sent off site but large enough to warrant some assistance from the requester.
In the absence of a daily contracted cleaner (cleaner is evenings only) it will be the responsibility of the Office Assistant to assist with any small cleaning duties from coffee spills, to emptying bins and to ensuring the kitchen area is always kept clean and hygienic. If necessary, to fill and unload the dishwasher (Dan has told me we will have one).
To monitor confidential waste and arrange collection/disposal
To manage spare key holding for office or meeting rooms
To Keep the front lobby area clean and tidy and carry out any cleaning (including vacuuming) as necessary
Every day is different, and in all these activities, we’d encourage you to show your ingenuity.
Diversity and Inclusion is at the heart of JLL. We believe in recruiting, retaining, rewarding and developing all our employees with regard to their abilities and contributions and without reference to their background, gender, gender identity, ethnic origin, age, religion, sexual orientation, political belief, disability or long-term health condition.
We are committed to making all stages of our recruitment process and employment accessible to candidates with disabilities and long-term health conditions. Please do feel able to be open about this at any point during the process and our recruitment team will work with you to establish the most appropriate adjustments. We are keen to support all our employees with juggling their work, personal and family commitments and alongside our approach to flexible working, we have a comprehensive parental transition support programme to assist parents during the early months and years of parenthood.
What you can expect from us
You’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 program 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 at jll.com/careers.
#LI-TA1
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!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
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 102,000 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.
