What are the responsibilities and job description for the Facilities Office Manager position at JLL?
At JLL, it is our goal to provide enhanced workplace experiences that will be long remembered by our clients. This Client facing role provides the opportunity to combine your passion for service, brilliant people skills, and enthusiasm for creating a hospitality mindset culture in the workplace. The Facilities Office Manager must exhibit exceptional colleague service, experience, communication skills and engagement.
Overall Role
A Facilities Office Manager is the host in the office forcolleagues and guests - the dedicated, trusted advisor who can help with accessing site amenities, placing a work request, assistance with conference rooms when they have a VIP in the office, or a variety of other items that enhance the experience.
The Facilities Office Manageranticipatesneeds, paying close attention to the questions and requests thatcolleaguesmost often present so that theysupport their requestsand needs.
The Facilities Office Manager helpsthe workplace run seamlessly socolleaguesand guestsare happy, feel welcome, have an enhanced experience,which allows colleagues tofocus their time on their work instead of on administrative issues. This individual ensures that a seamless consistent level of service is provided at every user touchpoint.
Site Management
Act as the help desk agent for the site.
Triage all work requests to respective parties
The single point of contact for service requests, providing status updates at a bi-weekly cadence (or cadence set forth by the client)
Manage all colleague inquiries and issues tactfully and confidently
Conduct daily site walks to assess site and floor conditions
Ensure meeting rooms and collaboration spaces are in 'ready-to-use' condition whenever unoccupied
Provide support for booking rooms, triaging colleague requests, and overall conference tasks i.e., food deliveries, conference room facilities requests, and room set up
Ensure office, kitchenette, and pantry equipment is in good working condition and spaces are clean and organized
Liaise and work collaboratively with colleagues (FM, Engineering, Project Mgmt.) and vendors to support the functionality of the workspace - One Team
Ensure services are delivered within SLA's and compliant with applicable laws, rules, and regulations
Task/Responsibilities
Ensure services are delivered within SLA's and compliant with applicable laws, rules, and regulations
Manage to site budgets, build budget v actuals presentations to review with the client bi-weekly (or at a cadence set forth by the client) to review spend and adjust as needed
Work with Client on colleague engagement initiatives - provide site tours for new hires, support HR with employee transitions (on-boarding, involuntary exit, etc) and assist with events as required
Trusted advisor for all colleagues and contractors provides connection and access to site resources, services, and amenities
Consolidate all colleague issues and generate report (cadence tbd)
Monitor facilities email inbox where necessary
Facilitate the badging process
Colleague Service & Communications
Be recognized and identified as the go-to or host of the office
Greet colleagues, using names when possible
Visibly engaged
To be attuned with colleagues, build meaningful relationships, and develop trusted advisor status with colleagues
Share communications collaterals with the JLL team
Receives and responds to all requests (verbal, email) or issues within one day of receipt, including a personal follow-up to ensure questions/requests are answered.
Prioritize urgent issues / emails
Provide intuitive workplace delivery, anticipating colleague needs
Internal JLL Duties
Manage Corrigo work order work flow - third party scheduling and access, getting updates from third parties, quote and approval process flow, invoice and approval process flow, and other Corrigo system requirements
Assist soft services program as needed
Administrative Duties
Administer workplace policies (clean desk, appropriate use of space, etc.)
Additional duties as assigned by Workplace / Facility Manager.
Additional duties as assigned by Client
Candidate Qualifications
Experience
Bachelor's degree or equivalent
3 - 5 years prior experience in hospitality, tourism, events operations property management, or related profession
Skills
Confident, friendly & engaging
Colleague focused mentality with a passion for hospitality
Excellent verbal and written communication skills, ability to communicate professionally at all levels
Meticulous with strong organizational and time management skills
Strong interpersonal skills and highly collaborative
Proficiency with Microsoft Office (Excel, Word, PowerPoint, Visio, and Outlook)
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Overall Role
A Facilities Office Manager is the host in the office forcolleagues and guests - the dedicated, trusted advisor who can help with accessing site amenities, placing a work request, assistance with conference rooms when they have a VIP in the office, or a variety of other items that enhance the experience.
The Facilities Office Manageranticipatesneeds, paying close attention to the questions and requests thatcolleaguesmost often present so that theysupport their requestsand needs.
The Facilities Office Manager helpsthe workplace run seamlessly socolleaguesand guestsare happy, feel welcome, have an enhanced experience,which allows colleagues tofocus their time on their work instead of on administrative issues. This individual ensures that a seamless consistent level of service is provided at every user touchpoint.
Site Management
Act as the help desk agent for the site.
Triage all work requests to respective parties
The single point of contact for service requests, providing status updates at a bi-weekly cadence (or cadence set forth by the client)
Manage all colleague inquiries and issues tactfully and confidently
Conduct daily site walks to assess site and floor conditions
Ensure meeting rooms and collaboration spaces are in 'ready-to-use' condition whenever unoccupied
Provide support for booking rooms, triaging colleague requests, and overall conference tasks i.e., food deliveries, conference room facilities requests, and room set up
Ensure office, kitchenette, and pantry equipment is in good working condition and spaces are clean and organized
Liaise and work collaboratively with colleagues (FM, Engineering, Project Mgmt.) and vendors to support the functionality of the workspace - One Team
Ensure services are delivered within SLA's and compliant with applicable laws, rules, and regulations
Task/Responsibilities
Ensure services are delivered within SLA's and compliant with applicable laws, rules, and regulations
Manage to site budgets, build budget v actuals presentations to review with the client bi-weekly (or at a cadence set forth by the client) to review spend and adjust as needed
Work with Client on colleague engagement initiatives - provide site tours for new hires, support HR with employee transitions (on-boarding, involuntary exit, etc) and assist with events as required
Trusted advisor for all colleagues and contractors provides connection and access to site resources, services, and amenities
Consolidate all colleague issues and generate report (cadence tbd)
Monitor facilities email inbox where necessary
Facilitate the badging process
Colleague Service & Communications
Be recognized and identified as the go-to or host of the office
Greet colleagues, using names when possible
Visibly engaged
To be attuned with colleagues, build meaningful relationships, and develop trusted advisor status with colleagues
Share communications collaterals with the JLL team
Receives and responds to all requests (verbal, email) or issues within one day of receipt, including a personal follow-up to ensure questions/requests are answered.
Prioritize urgent issues / emails
Provide intuitive workplace delivery, anticipating colleague needs
Internal JLL Duties
Manage Corrigo work order work flow - third party scheduling and access, getting updates from third parties, quote and approval process flow, invoice and approval process flow, and other Corrigo system requirements
Assist soft services program as needed
Administrative Duties
Administer workplace policies (clean desk, appropriate use of space, etc.)
Additional duties as assigned by Workplace / Facility Manager.
Additional duties as assigned by Client
Candidate Qualifications
Experience
Bachelor's degree or equivalent
3 - 5 years prior experience in hospitality, tourism, events operations property management, or related profession
Skills
Confident, friendly & engaging
Colleague focused mentality with a passion for hospitality
Excellent verbal and written communication skills, ability to communicate professionally at all levels
Meticulous with strong organizational and time management skills
Strong interpersonal skills and highly collaborative
Proficiency with Microsoft Office (Excel, Word, PowerPoint, Visio, and Outlook)
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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