Facilities Coordinator
London, GBR
2d ago

We are looking for a Facilities Coordinator for our Integrated Facilities Management business line.

About 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!

Location : London

Role : Facilities Coordinator

Role Purpose

  • Responsible for oversight of the Facilities Helpdesk in London and monitoring progress against commitments.
  • Responsible for managing small FM contracts in London
  • Maintain cross functional knowledge to support and assist where required
  • Provide advice, guidance and support for FM queries across Europe
  • What this job involves


  • Act as the first point of contact for Facilities Helpdesk escalations and provide supervisory guidance to the Facilities Administrator
  • Provide cover for the Facilities Administrator as required
  • Generate and review Facilities Helpdesk call reports. Complete trend analysis to identify underlying issues, process improvements and contractual changes to improve customer satisfaction levels
  • Manage and coordinate small contract works including but not limited to pest control, vending machines and plants
  • Review, maintain and publish associated procedures and systems
  • Document and train all parties who need to undertake tasks for Facilities administration
  • Review and maintain the FM Department intranet pages and user guides
  • Regular inspections of properties ensuring contractual compliance
  • Monitor and ensure stock control of FM supplies.
  • Assist with Run-the-Bank Facilities Management activities as requested
  • Assist with evacuations and emergencies as part of the Emergency Incident Team
  • Security

  • Carry out day to day card creation and associated administration tasks.
  • Carry out annual Grad administration over and above regular daily access control.
  • Carry out Joiners, Leavers, Transfers (JLT) reconciliation.
  • Complete security inspections and audits internally and with building management security teams.
  • Investigate compliance queries on regular reports.
  • Carry out investigations to identify security compliance queries and issue resolutions.
  • Document and train all parties who need to undertake security tasks.
  • Achieve the desired SLA for any time related tasks (card creation, report queries etc.)
  • Carry out investigations on physical security system issues as first line.
  • Escalate physical issues to correct channels (integrator etc.).
  • Provide ad hoc reports as requested in accordance with privacy legislation.
  • Carry out routine system audits to ascertain if there are any recurring issues to resolve.
  • Highlight any anomalies or deviations to process and procedures.
  • Maintaining / monitoring temp cards including tracking issuance of cards subject to audit review
  • Completing mandatory audit reviews of physical access to area of authority
  • Ability to create clearances and groups as approved in CCure
  • Maintain accurate records.
  • Highlight areas to improve service or cost saving initiative.
  • Attend to any system generated alarm notifications and investigate root causes.
  • CCTV privilege creation and administration
  • Monitor CCTV as allowed.
  • Carry out video footage review if authorised.
  • Provide guidance to System Integrators (SI) on naming conventions for new clearances etc.
  • Supply required information to integrators timeously.
  • Carry out full audit to ascertain SI has carried out the works correctly.
  • UAT testing after major updates, (may be out of hours).
  • Work with Move Plan and supplement BAU move activity throughout the week, this will include but not be limited to the following :
  • attending the weekly Move meeting,
  • liaising with other move teams within the bank to facilitate moves
  • Regular liaison with business appointed move champions,
  • Troubleshoot and assist with Manhattan (space management software) queries.

  • Supports all RBC Business Units in London
  • Sound like you? To apply you need to be able to demonstrate the following skills and experience :

  • Knowledge of industry standards and good working practices
  • Broad knowledge of IT including good Microsoft Office and e-mail skills
  • Previous help desk and Facilities coordination experience
  • Small scale project management and implementation
  • Experience working with C Cure, or similar Security access control software
  • Experience working with Manhattan, or similar Space management software
  • Experience working for an Investment Bank
  • IOSH Managing Safely or equivalent qualification
  • BIFM member
  • Attention to detail
  • Must be able to remain calm under pressure
  • Proven people and collaboration skills
  • Good communication skills (oral and written)
  • Willing to be flexible with regard to covering other areas of the Facilities team
  • Capable of working with minimal supervision and supervise others
  • Ability to work quickly and accurately
  • Access control software required
  • Space management software required
  • AutoCAD experience preferred
  • Work Requirements

  • Office based fast paced environment
  • 40 working hours a week but additional hours and weekend work will be necessary when workloads demand
  • May be required to cover other Facilities Team Members
  • 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...

    Apply today at jll.com / careers.

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