JLL (Jones Lang LaSalle)

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Facilities Coordinator in Atlanta, GA at JLL

at JLL (Jones Lang LaSalle)

Posted: 5/23/2019
Job Status: Full Time
Job Reference #: J3S2ZG6LXLZD7Z27L5L
Keywords: receptionist, office

Job Description

Job Description



Facilities Coordinator

Hours: 8:00 AM - 5:00 PM, Monday - Friday

Responsibilities:

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

  • Demonstrate confidence, professionalism, responsiveness and exceptional customer service skills.
  • Use good business judgment when responding to the needs of clients, both internal and external.
  • Communicate professionally, in a clear and concise manner and display a professional appearance.
  • Manage the main receptionist console, including greeting guests.
  • Ensure the delivery of inbound and outbound mail, express packages, and messenger orders.
  • Support functions of the reception desk throughout the course of the day, including opening and closing procedures along with administrative duties of photocopying, scanning, and filing.
  • Conduct routine facility inspections to determine areas for service.
  • Submit facility work orders to the proper provider as directed on a timely basis.
  • Track progress of work orders submitted to monitor status.   Report open issues to Facility Management team.
  • Coordinate building service requests with service providers; confirm proper insurance is in place, provide access, and monitor the repairs.
  • Assist with the coordination and scheduling of preventative maintenance activities.
  • Process and file office invoices for approval. Coordinate with vendors to correct discrepancies and ensure timely payment.
  • Assist occupants in scheduling conference rooms and AV equipment using the online conference management system or other reservation system.
  • Provide conference room support to include room set-up, technology support including AV, catering orders, supplies and clean up.
  • Monitor condition of office equipment including but not limited to MFD’s, postage machine, AV equipment, and kitchen appliances.
  • Inventory, order and stock kitchen and office supplies.
  • Coordinate compliance documents for office vendors, contracts, access rights and equipment inventories.
  • Assist in management and monitoring of office safety and security including access control, parking access where applicable and meeting ADA/Federal/OSHA standards.
  • Participate in various employee onboarding requirements including the preparation of employee name signage, assign access cards, assigning phone extensions, emergency procedure documents, information packets, etc.
  • Support emergency preparedness plans of the office including participation or leadership of the emergency team.
  • Update office occupancy data online.
  • Provide updates applicable to content on office Connect page.
  • Assist Facility Management Team with tactical planning for the regional facilities team’s goal and objectives.
  • Help support facility specific cost savings targets to contribute to the account achieving savings.
  • Assist with relocation services, office projects preparation and clean up, and occupancy tracking.
  • Additional duties as assigned.


Qualifications:

  • Excellent interpersonal, communication, problem-solving and organization skills.
  • Experience with answering a receptionist console and ability to field various calls.
  • Knowledge of Microsoft office (Word, Excel, PowerPoint, Outlook).
  • Understanding of office technology, systems and equipment.
  • Basic understanding of routine accounting methods.
  • Minimum of two years facilities experience preferred. 
  • Bachelor's degree or equivalent preferred.

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