Facility Coordinator

Summary

The Facility Coordinator provides general overall facility management services including continuous monitoring of the facility. Work with employees to handle routine operations, including procurement of property supplies and services, issuing purchase orders, managing bid requests and service/construction contracts, and processing of accounts payable and accounts receivable.

Principal Duties and Responsibilities

Task will include but not be limited to:

• Responsible for administrative support as assigned.

• Assist with annual operating budget data collection and preparation.

• Analyze and calculate monthly budget accruals to ensure accuracy.

• Create purchase orders as required, maintain and monitor goods receipting, reversal, unmatched invoices and accruals,

• Follow up with accounts payable regarding vendors invoice payments.

• Budget information of daily activity and follow up calls from vendors regarding payment.

• Work with Procurement Supplier to Add new vendors, processes change of address and maintain vendor files for contracts, blanket PO’s, and non-contracts.

• Generate, review and distribute needed site reports as needed or required.

• Complete special transformation projects as requested to streamline facility operation.

• Maintain monthly records inventory including but not limited to monthly fire warden reports, site documentation, etc..

• Process routine work orders; open new, manage existing, close and follow up to ensure they are completed in a timely manner.

• Actively participates in implementation of MCIM/Corrigo work order systems. Reviews all PPM tasks, and provides a weekly report indicating level of completion and outstanding tasks. Assists team where needed in managing these programs and training new team members.

• Assist in the preparation of internal correspondence, power point presentations, reporting and other duties related to formal announcements.

• Administer and monitor Work Order Requests and filter requests accordingly on MCIM/Corrigo dashboards.

• Address customer complaints and escalate issues to Facility Management team as needed.

• Assist in preparation of monthly reports.

• Maintain all files and ensure compliance.

• Assist with the arrangement of meetings and conferences including but not limited to reservation of meeting/conference rooms.

• Visitors and approval for ID access cards, work close with Building Security

• Update telephone, email distribution, emergency lists and escalation lists

• Manage day to day office functions as necessary.

• Assists with on-boarding of new JLL staff (New Hire setup).

• Purchase and maintain office supplies and maintain office equipment.

• Perform other miscellaneous administrative tasks as assigned by the Facility Management staff. Provide logistics support to JLL and Client staff including but not limited to correspondence, records inventory and special projects.

• Janitorial, landscaping, snow removal, pest control vendor coordination and oversight.

• Manage compliance of required local, state and federal laws and regulations.

• Assist engineering teams with computer access issues.

• Manages subcontractor access control, security, etc.

• Performs additional job duties as requested.

Minimum Experience:

Education & Experience

• High School diploma or GED equivalent

• 2+ years’ experience with Facility or Property Administration

• Working knowledge of computer applications including Word and Excel.

• Demonstrated verbal/written communication skills.

Language Skills

• Ability to write routine reports and correspondence.

• Ability to speak effectively before small groups of tenants or fellow employees.

Other Skill and Abilities

• 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.

• Strong organizational skills and collaborative style.

Preferred Experience:

• Experience working in a data center/critical facility.

• Corrigo Experience.

• Zendesk Experience.

• Service Now Experience.

Physical Requirements:

This position will require the following:

• Walking large, campus-like settings.

• Must be able to sit at a computer for up to 10 hours per day

• Using a computer, including keyboard and mouse, for prolonged periods.

• Viewing a computer screen for extended durations.

• Fine motor skills for typing and using office equipment.

• Occasional lifting of light office materials (up to 10-15 lbs).

• Near vision acuity for reading documents and computer screens.

• Occasional standing, walking, and bending to access files or office equipment.

• Occasional reaching and grasping to handle office materials.

• Must be able to work different schedules.

• Must be able to work Holidays.

Customer Environment Description

• A leading global data center developer and operator specializing in delivering state-of-the-art digital infrastructure solutions across the globe. With more than 50 high-performance mission-critical facilities worldwide, the company ensures the continued operation of digital infrastructure for nearly 800 customers, including approximately 200 Fortune 1000 companies.

• Demanding customer and fast-paced environment, serving some of the largest companies in the world.

• JLL operates 40 sites for the customer that includes campuses and individual data centers. We provide operational support including operating engineers, chief operating engineers, facility managers, and regional managers.

• JLL has been supporting the customer since 2021. The relationship has continued to grow as the customer’s business has grown. We continue to support current locations and assist in establishing new sites across the United States.

• We continue to struggle meeting the KPIs set forth by the customer, particularly when it comes to incidents. With an increased focus on training and adequate staffing models, we will be able to meet our obligations and exceed expectations. Our goal is to continue a fruitful relationship that allows us to grow with the customer. This will provide many opportunities for our employees and allow our customer to scale their business.