Facilities Coordinator
Real Estate Management Services - Hamburg, Germany
About the role:
The Facilities Coordinator will assist the Facilities Manager with operational activities in accounting, finance, maintenance, operations, vendor oversight, purchasing of material, equipment and supplies, occupancy services and helpdesk. The Facilities Coordinator is also required to provide administrative support to the team and be able to manage large building operations.
Key Responsibilities:
- Provide support for, monitor the performance and coordinate a small team of multi-skilled operatives
- Develop a close working relationship with key Client stakeholders/partners, landlord, managing agents and all of the facilities vendors
- Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
- Assist in the procurement of vendors and services as required
- Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
- Ensure prompt and accurate management of purchase orders in the internal financial management platform
- Assist with the monthly accrual reports and help monitor the finance trackers
- Conduct site inspections, assessments, regular audits and carry out safety procedures as well as all building procedures, ad-hoc duties and performance measures
- Assist in the implementation of the property risk management program and industry best practice operations
- Maintain premises in neat and good working condition at all times
- Maintain duplicate office keys in good order
- Support the implementation and monitoring of disaster recovering and business continuity plans
- Follow established escalation procedures and incident reporting procedures
- Provide support for regular management reports and projects as required
- Achieve Key Performance Indicators (KPI) and Service Level Agreement (SLA) targets
Working Life:
- On a daily basis you will be Point of contacts for all services on site in Hamburg
- The main business language spoken in our offices is English and German. Knowledge of English and German is essential.
- The role will be structured on a shift basis over a 5-day week
- On occasion you may be required to work weekends or bank holidays, this will be arranged in advance and in accordance with the rota
About You:
- You are keen to develop within the workplace, spending time supporting a multidisciplinary team gaining knowledge and expertise
- You have experience in a coordinator role working within facilities, property management, hospitality or related fields
- You work collaboratively as part of a team to solve problems with professionalism and service focused approach
- You are adept at multitasking and are able to manage multiple projects effectively
- You are open and have good communication skills
- You strive for excellence in what you do and share ideas for improvement
- You are proficient with computer equipment and programs (Word, Excel and Outlook) and have a keen interest in technology
- You keep up to date with industry trends and have direct experience or an interest in facilities management and customer service
What we offer:
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...
