Business Support, Property Mgmt Operations

Washington, District of Columbia, United States
Full-time
Posted

Description

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!
Job Description – Facilities Coordinator – Washington DC
JLL Work Dynamics
Account - Department of Foreign Affairs and Trade (DFAT)

Location: Embassy of Australia, Washington DC
Work schedule: Monday to Friday, 8:30 am to 5:00 pm.
Contract Type: Open-Ended.

As the Facilities Coordinator you will be part of the broader facilities team and will assist the Facilities Manager with operational activities in accounting and finance, maintenance and operations, vendor oversight, purchasing of material equipment and supplies, occupancy services and helpdesk as required in the Master Services Agreement (MSA) between DFAT and JLL. The Facilities Coordinator is also required to provide administrative support to the team.

Currently the North America portfolio includes high profile owned estate in New York, Ottowa, Honolulu, Mexico and Washington DC including a new Chancery Building for the Australian Embassy in Washington DC that will be commissioned in 2023. The leased sites in Chicago, New York, Los Angeles, Honolulu and Port of Spain require oversite and remote support by the FM team.

What this job involves

Our team is looking for a suitably qualified and skilled Facilities Coordinator with experience in property and facilities management to be part of a team delivering services on behalf of a high-profile Australian Commonwealth Department, with a global footprint.

Key responsibilities include but are not limited to:
Serve as a key point of contact for clients and contractors reporting and attending to building faults.

Coordination and oversite of contractor provided maintenance via application of the Corrigo system.

Assistance in delivery of the annual building inspections.

Management of the JLL Work Order management system via the Corrigo system.

Ensuring adherence Health Safety and Environmental systems.

Build productive, harmonious and collaborative relationships with all client stakeholders and contractor representatives.

Work with the JLL Facilities Management and Project teams to ensure successful delivery of services.

Adhere to security and service protocols.

The position requires proactive management and engagement with senior staff and stakeholders to achieve Key Performance Indicators and Service Level Agreement targets.

MAJOR RESPONSIBILITIES

Client/Stakeholder Management across multiple properties:
This includes senior Department staff, contractors, external providers, and landlords.

Deliver excellent customer service to either meet or exceed client’s expectations.

Build and develop effective relationships with key stakeholders and demonstrate comfort working across all levels.

Assist with maintaining the day-to-day relationships with tenant contact.

Liaison between tenants and all building staff/team members.

Administrative Function:
Provides direct administrative support to Management and Property Team.

Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended.

Assist in Management Audits including WHS and DFAT Account OpsAide Audits.

Maintain and update employee, client and customer contract data bases.

Organize, compile and prepare reports for distribution.

Organize meetings, events and business travel, assist with management travel credit card acquittal process.

Set the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm.

Establish the new tenant welcome and orientation program.

Develop, revise, and coordinate implementation of property manual within portfolio.

Meeting Minute taking as requested by management.

Site Operations Management/Facilities Management:
Work with a team of staff and contractors to deliver a full range of facilities services at multiple sites.

Implement Industry Best Practice operations.

Review contractor Safe work Method Statement (SWMS) prior to works being undertaken onsite.

Conduct site inspections and assessments as requested to monitor and ensure all building procedure and performance measures are maintained at all times.

Seek opportunities to constantly reduce costs and improve operational efficiencies and standards.

Ensure all Critical Environment (CEM) requirements are met.

Develop a strong understanding of various JLL facilities management systems; complete, update and maintain applicable web based management information systems, specifically Corrigo and CMO.

Achieve Key Performance Indicators and Service Level Agreement targets.

Assist with the delivery of soft services at some sites as required.

Maintain premises in neat and good condition working condition at all times.

Maintain key management systems and duplicate office keys in good order.

Prepare tenant memos and all communications as directed by manager.

Responsible for team SharePoint management and document loading.

Follow up on all tenant and stakeholder requests to ensure completed to satisfaction.

Coordinate tenant meetings and schedule lunch for tenants and managers

Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI (Certificates of Insurance).

Ensure all tenant needs – special needs are worked through effectively.

Assist the team with updating and implementing new property on-boarding.

Review tenant services requests daily and note completion.

Ensure 100% completion rate of satisfaction surveys.

Ensure all tenant contact information is accurate and completed in all building systems.

Ensure that Best Practices and Core Charters are implemented at the property.

Coordinate access for vendors to sites.

Distribute documents to Lease Administration.

Scheduling use of materials to be moved into or out of property.

Work with Manager and engineering staff to plan an annual safety warden meeting.

Draft contracts as requested by managers within 24-48 hours of the request.

Enter work orders into Corrigo for maintenance requests and manage Corrigo system as required by JLL DFAT Account.

Complete ad-hoc tasks as requested.

Ensure all Pandemic (i.e. COVID-19) standards and protocols are met.

Procurement & Vendor Management
Assist in the manage of multiple vendors including hard and soft skills to deliver services on time and within Budget.

Monitor expiry of contracts including insurances and initiate re-procurement if required.

Assist in the procurement of vendors and services as required.

Maintain vendor management in Corrigo system to either meet or exceed Key Performand Indicators.

Budget Management:
Working closely with the facilities and project team and key stakeholders assist with managing multiple site budgets.

Ensure prompt and accurate management of purchase orders and work orders.

Process A/P (accounts payable).

Process A/R (accounts receivable).

Obtain completed W-9’s from all vendors.

Initiate a cost reduction program.

Assure technological advancement of support systems – maintaining budget guidelines.

Assist team with budget preparation.

Track budget line items related to administrative accounts.

Prepare manual adjustments forms for all miscellaneous tenant services requests.

Prepare new vendor set up.

Assist management with monthly reporting.

Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.

Health & Safety Management
Ensure processes and procedures are managed in accordance with JLL, client and legislative requirements.

Ensure everyone stays safe, has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.

Ensure escalation procedures and incident reporting procedures are implemented and maintained.

Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

Risk Management
Assist in the implementation and management of property risk and management program.

Support the implementation and monitoring of disaster recovery and business continuity plans.

Follow established escalation procedures and incident reporting procedures.

Adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies.

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience and Criteria:
High School diploma.

BS/BA, preferred or prior experience in high profile complex facilities, property management, hospitality or related fields.

Experience in Corrigo Platform desirable.

Knowledge of HS&E requirements.

It is preferred but not essential that you possess understanding of fundamental technical aspects of property maintenance (Computer Room Air-Conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system).

Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialised services.

Proven experience working with limited supervision.

Knowledge of vendor management for specialized services.

Proven ability to commit flawless execution while complying with procedures and standards.

Experience in managing multiple activities on a daily basis (administration, facilities, client service).

Excellent written and oral communication skills.

Strong stakeholder engagement and problem solving skills.

High level presentation skills.

Strong organizational skills.

Strong ability to self-start and multi-task.

Provide constructive and value add solutions to issues.

Ability to work effectively individually or as part of a team.

Ability to type minimum 65 wpm with 90% accuracy.

Proficient in Microsoft Office/Suite.

Critical Competencies for Success
Client focus & relationship management.

Ability to liaise with high level personnel.

Able to interact with the general client staff and vendors with ease and demonstrate respect and diplomacy.

Ability to manage conflict and conflicting priorities.

Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner.

Demonstrates proactive & professional approach to customer service and have a customer-orientated attitude.

Problem solving skills – capacity to deal with ambiguity and problem solve effectively.

Able to work independently.

Self-motivated, confident and energetic.

Flexible – able to adapt to rapidly changing situations.

Goal oriented – able to focus on meeting all performance targets.

Strong communicator – good presentation skills and possesses strong verbal and written communication skills (English).

Team player and active listener, able to cooperate and work well with others or independently to meet targets.

Exhibits honesty and trustworthiness.

Passion for quality – has an eye for detail to make sure the best delivery of services.

Ability to effectively deal with stressful situations.

KEY STAKEHOLDERS
DFAT Client (based in Canberra, Australia)
DFAT staff based in the Chancery and residential compounds.
JLL Senior management (based in Canberra, Australia and Washington DC).
JLL Local office (Washington DC).
Contractor and vendors.
Landlords.

REPORTING TO
Senior Facilities Manager/Facilities Manager
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!

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