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Facility Coordinator
Jones Lang LaSalle
Riverside, CA, United States
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Position description
Facility Coordinator
Position Summary:
• Support Regional Facility Manager and Assistant Facility Manager in the day to day IFM operations of a 1.00 million square foot manufacturing facility.
• Proactively assist IFM Team with tasks, work orders, preventative maintenance, and procurements.
• Assist and coordinate all vendor contracts and associated purchase orders (P.O.), goods receipting and budget variance analysis.
• Work with Accounts Payable for all billings and payments for to Vendors.
• Become proficient at JLL One View Platforms, Corrigo, business intelligence and SharePoint sites.
• Create PO’s and good receipts in JD Edwards E1
Essential Functions:
Directly support the Regional Senior Manager of Facility Operations with on-going facility and team related responsibilities, including, but not limited to:
Responsibilities
Directly supports the Site Lead with all on-going facility and team related responsibilities, including, but not limited to….
Assist all JLL IFM occupied North America locations with Corrigo. Interact with key site personnel to implement and reach maximum output (information) from this product. This will produce better efficiencies and financial savings for the account. Provide/manage reporting as necessary.
Reconciling vendor statements, tracking missing invoices and resolving invoice disputes both internally and externally.
Prompt and professional handling of queries and requests from fellow employees and vendors through telephone and e-mail communications.
Create and distribute vendor purchase orders, review for accuracy and Code Invoices for payment GL Account reconciliations.
Work with the client on finance related issues
Maintain a professional subcontractor and vendor relationships
When necessary coordinate efforts between field personnel and vendors to ensure proper service delivery and invoice process.
Perform audit procedures required for compliance with Internal Controls related to the A/P process.
Assist with budgetary requests, analysis and reporting as needed/required
Act as a liaison to Jones Lang LaSalle AP team and other account team members.
Helps support facility specific cost savings targets to contribute to the account achieving significant savings.
Provides support for guests, visitors and employees at client locations.
Facilitates the dispatching of work requests to technical staff, vendors or other services providers.
Assists in resolving problems associated with all building services including: janitorial, food service, coffee services, parking, vending, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment.
Assists in the Coordination of 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.
Acts as an 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.
Reads and understands the applicable Service Level Agreements, 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
Required Knowledge, Skills and Abilities (KSA)
High school education or undergraduate degree 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 – Power Point & Excel is a must
Possess strong written, verbal and people skills
Strong organizational skills and collaborative style needed.
Minimum Required Education:
• High school education or undergraduate degree preferred.
• A minimum of 3-5 years of facility coordination experience is required.
Position description
Facility Coordinator
Position Summary:
• Support Regional Facility Manager and Assistant Facility Manager in the day to day IFM operations of a 1.00 million square foot manufacturing facility.
• Proactively assist IFM Team with tasks, work orders, preventative maintenance, and procurements.
• Assist and coordinate all vendor contracts and associated purchase orders (P.O.), goods receipting and budget variance analysis.
• Work with Accounts Payable for all billings and payments for to Vendors.
• Become proficient at JLL One View Platforms, Corrigo, business intelligence and SharePoint sites.
• Create PO’s and good receipts in JD Edwards E1
Essential Functions:
Directly support the Regional Senior Manager of Facility Operations with on-going facility and team related responsibilities, including, but not limited to:
• Responsibilities
Directly supports the Site Lead with all on-going facility and team related responsibilities, including, but not limited to….
Assist all JLL IFM occupied North America locations with Corrigo. Interact with key site personnel to implement and reach maximum output (information) from this product. This will produce better efficiencies and financial savings for the account. Provide/manage reporting as necessary.
Reconciling vendor statements, tracking missing invoices and resolving invoice disputes both internally and externally.
Prompt and professional handling of queries and requests from fellow employees and vendors through telephone and e-mail communications.
Create and distribute vendor purchase orders, review for accuracy and Code Invoices for payment GL Account reconciliations.
Work with the client on finance related issues
Maintain a professional subcontractor and vendor relationships
When necessary coordinate efforts between field personnel and vendors to ensure proper service delivery and invoice process.
Perform audit procedures required for compliance with Internal Controls related to the A/P process.
Assist with budgetary requests, analysis and reporting as needed/required
Act as a liaison to Jones Lang LaSalle AP team and other account team members.
Helps support facility specific cost savings targets to contribute to the account achieving significant savings.
Provides support for guests, visitors and employees at client locations.
Facilitates the dispatching of work requests to technical staff, vendors or other services providers.
Assists in resolving problems associated with all building services including: janitorial, food service, coffee services, parking, vending, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment.
Assists in the Coordination of 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.
Acts as an 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.
Reads and understands the applicable Service Level Agreements, 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
Required Knowledge, Skills and Abilities (KSA)
High school education or undergraduate degree 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 – Power Point & Excel is a must
Possess strong written, verbal and people skills
Strong organizational skills and collaborative style needed.
Minimum Required Education:
• High school education or undergraduate degree preferred.
• Administrative background
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