Facilities Coordinator

We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our client's facilities. In this role, the facilities coordinator is responsible for assisting in the management and coordination of facility operations and maintenance activities. This includes overseeing the implementation of the Integrated Facilities Management (IFM) programme, ensuring compliance with legal requirements, managing service contractors, and providing support for various facility-related tasks.,

• Coordinate maintenance and repair activities, liaising with contractors and service providers. This is for the in site presence at our clients London location with remote and quarterly site visits to the Newcastle office.
• Monitor building systems (HVAC, lighting, security) and report issues promptly
• Oversee cleaning services and maintain cleanliness standards
• Manage office supplies inventory and place orders as needed
• Conduct regular facility inspections and risk assessments
• Assist in implementing health and safety policies and procedures
• Coordinate space planning and office moves
Mailroom Operations- where this is required
• Manage incoming and outgoing mail, including sorting, distributing, and dispatching
• Operate and maintain mailroom equipment
• Coordinate courier services and track packages
• Maintain accurate records of mail and package deliveries
• Ensure compliance with postal regulations and company policies
Event Management - where required
• Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings
• Manage event spaces, including set-up and breakdown
• Liaise with catering services and other vendors for event requirements
• Assist with AV equipment setup and troubleshooting for presentations
• Maintain an events calendar and manage bookings for meeting rooms and event spaces
General Administration:
• Serve as the first point of contact for facilities-related queries and issues
• Maintain accurate records and documentation for facilities, mailroom, and events activities
• Prepare regular reports on facilities operations, mailroom metrics, and event activities
• Assist in developing and implementing facilities policies and procedures
• Support budget preparation and monitor expenses for assigned areas
• Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors
• Conduct periodic vendor performance reviews
Out of Hours Support: Provide flexible support if weekends or late night cover as required. This may include on-site assistance, conducting facility assessments, coordinating with local service providers, and ensuring consistent facility management practices overtime reimbursement will be made as and when this cover is required.


• Proven experience in facilities or property management, preferably in an integrated facilities management setting
• Familiarity with relevant legal requirements, codes, and regulations governing facility operations
• Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels
• Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines
• Proficiency in using computerised maintenance management systems (CMMS) and other facility management software
• Knowledge of budgeting and financial management principles within a facilities context
• Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills
  
  Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward., 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.