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. We are looking for a Facilities Co\-ordinator for our Real Estate Workplace Management business line. About JLLWe’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! Role Purpose To pro\-actively support the Facilities Manager and EMEA Operations Director in the day\-to\-day delivery of all facilities management related functions and when needed, also covering the main switchboard activities and the associated services, as well as the first point of contact for Suppliers, Vendors and office employees. The Facilities Co\-ordinator based in Porto, Portugal will work to ensure co\-ordination of the day\-to\-day client activities for assigned properties and support the Facilities Manager by being the on\-site key point of contact for key stakeholders and/or client. The role will have responsibility for service quality, helpdesk task resolution, vendor management and operations on site. What this job involves Ø Co\-ordinating responsibility of the local site(s) within Portugal, based on site in PortoØ Ensuring site specific statutory and PPM schedules are adhered to and reported to the Facilities Manager.Ø Take initiative in daily tasks, have a pro\-active attitude and share knowledge with your peers Client/Stakeholder Management Proactively engage stakeholders to ensure that on site client’s expectations are met On\-site key point of contact for Facilities in the client’s premises Ø Respond to requests and e\-mails in a timely manner Ø First contact for support to staff Ø Communicate in professional manner, taking the audience into account Ø Respond to requests and e\-mails in a timely manner undefined undefined undefined Vendor Management – Janitorial, Stationary, Engineering, Catering consumables, \& Cleaning Services **Ø Office cleanliness:** oversee \& report cleanliness in office, pantries, etc. Ensure stationary stock levels are managed accordingly and within budget Order of consumables (e.g. stationery, beverages, toilets and kitchen supplies etc where applicable to Workplace.) Ensure JLL HSSE contractor management process is being followed when vendors attend site. Communication to Vendors and Supplier undefined Finance Management / Cost Control / Profitability undefined Process invoices without delay and in deadlines, as per instruction from JLL Finance team Ensure JLL financial processes are always followed Raise Purchase Orders (PO’s), regularly review accruals and open PO’s undefined Health \& Safety Management undefined Ensure the provision of a safe working environment for JLL team and vendors Ensure near misses/good catches are logged through HSSE System for all assigned sites Ensure a safe and engaging environment for our colleagues and Client through identifying risks during regular site inspections which will be recorded and documented (site inspection audit report) Ensure site logbooks are being administrated and documents uploaded to sharepoint Ensure all escape ways are unobstructed and all material and goods are stored as per instruction at the assigned place, respecting safety recommendations for storing for items within JLL control Supporting Cleaning and H\&S Audits for JLL Attending HSE Audit undefined Site Operations Management Implement building procedures and performance measures and ensure they are maintained at all times Coordinate works within the buildings, granting access and authorizations from all involved areas. Office maintenance – Ensure the office is organised and all equipment in proper conditions (equipment e.g. AC, Lights, Electrical, Cafeterias Equipment, desks, chairs, light issues, doors, etc..). Ø Log, monitor and update all issues, requests, reactive tasks activity and planned tasks office/facilities in our ticketing system Corrigo for all assigned sites Ø Regularly meet Facilities Manager for update and feedback on going FM issues affecting site and understand Client activities which might influence current and/or regular FM operations on site Ø Ensure all chemicals used on site have an up\-to\-date chemical list available at the place of storing and only trained staff is handling them Ø Identify and implement at least 4 innovations which reduce costs or improve customer experience Sound like you? To apply you need to be able to demonstrate the following skills and experience: Ideal Experience Experience in facilities management, building, business or other related field Excellent people skills and ability to interact with a wide range of client staff and demands Knowledge of Occupational Safety requirements Strong PC literacy and proven ability to manage daily activities using various systems Demonstrated experience with continuous improvement initiatives (highly desirable) Knowledge of vendor management for specialized services Proven capacity to understand and interpret commercial contracts Budget management and financial analysis skills Other Personal Characteristics Strong communicator – Good presentation skills and possesses strong verbal \& written communication skills also an active listener Passion for quality – has an eye for detail to make sure the best delivery of services Self\-motivated; confident \& energetic, Able to work under own initiative Ability to effectively deal with stressful situations Flexibility and adaptability to changing business requirements is a perquisite for this role Must be prepared to be on call and work out of normal working hours where applicable Strongly goal\-oriented – able to focus on meeting all performance targets Is a team player – able to cooperate and work well with others to meet targets Ability to network at all levels within the organization Proven ability to initiate and follow through with improvement initiatives Ability to manage multiple projects and priorities Exhibits honesty \& trustworthiness Open to new ideas \& willing to challenge status quo 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 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.