Facility Administrator

Job description

We are looking for a Facilities Administrator for our IFM Intel Account business line.

Abo ut 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!

Role Purpose

The Facilities Administrator reports to Facilities Coordinator and is responsible for providing support to ensure facilities services are provided in an effective and efficient manner and ensure high Client satisfaction. FA responsibility is management of JLL suppliers in effective way.  Must also demonstrate a high level of security, cleaning and Health & Safety awareness.

What this job involves

·  Manage vendors providing first line soft services to the sites, including reception, mail operations, meeting & events, cleaning, waste & recycling, vending & food services, Security
·  Monitor and maintain office equipment and supplies and placing orders with suppliers
·  Manage and maintain regular contact and meetings with relevant vendors - to report on issues, recommendations and cost estimates
·  Weekly walk-round with the vendor cleaning manager ensuring cleaning quality standards are maintained
·  Assessing building maintenance issues by conducting weekly walks of the building and recording the findings.
·  Working with the Facilities Team to address internal space requirements and to organise/assist with team moves and Moves and Changes team.
·  Manage Service Ticket requests (Corrigo) - interface with internal customers and action queries promptly in line with service level agreements including proposer communication with Client and coordinates response to more complicated user service requests and assures follow-up.
·  Managing fire wardens and first aiders and assist with scheduling training and refresher training as necessary.
·  Manage organization of internal Client events including communication
·  Prepare internal communication including mail, posters for internal services available on Client’s sites
·  Managing the quality of site facilities
·  Cooperation with catering vendor on site 
·  Raise purchase orders
·  Preparation of on demand offers for Client
·  Preparation of monthly KPI, EHS reports
·  Budget spend monitoring including invoicing processes
·  Provide Facilities Coordinator cover when appropriate
·  Responsible for all other duties and tasks as assigned

Every day is different, and in all these activities, we’d encourage you to show your ingenuity. Sound like you? To apply you need to be / have:

·  Languages: Must be native Polish, intermediate English is required
·  Organisational skills are required.
·  Demonstrated ability to work with Word, Excel, Outlook
·  A self-motivated person with the ability to work on own initiative is crucial
·  Highly organised with the ability to manage multiple tasks
·  Ability to understand what is within the scope of JLL’s Client contract, and the flexibility to take ownership of all elements relating to the responsibilities of this role
·  Ability to prioritise tasks and the commitment to meet deadlines
·  Excellent written and verbal communication skills with the ability to articulate a complex issue in a logical and clear manner
·  Ability to conduct themselves in a professional manner at all times, with excellent customer service skills
·  Have good written and oral communication skills.

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...

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.