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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.

Facilities Coordinator

Fixed term contract from mid may to end of december

Location : La Défense

Headline Responsibilities

As an integral part of the Workplace Services Team, the Facilities Coordinator will provide exceptional customer service to both internal & external customers. Reporting to and working closely with Paris Site Lead he/she is a constant resource for our employees and makes the first direct impression on our client customers.

The Facilities Coordinator is in constant contact with other WPS team members, employees and customers via telephone, e-mail and other means of communication, providing assistance with a wide array of services. This includes traditional reception services, support around meetings and events as well as administrative tasks.

This role will require a high level of service orientation, as well as a great deal of organisational and administrative skill, self-management and networking to help make our client office a great place to work!

 

Reception Services

• Ensure the reception and customer facing areas of the office are manned at all times during business hours and you will maintain a consistent well groomed appearance.

• Welcome guests, suppliers, and employees creating a warm and welcoming guest experience and always delivering a professional representation of our client

• Maintain the reception area overall appearance, making sure the area is presentable at all times, and aligned with client standards

• Act as single point of contact for any visitors, coordinate transportation & parking arrangements, ensure guests are offered a welcome beverage and provide any required information or support

• Registration of visitors according to our client corporate security policies and hand over to the host.

• Ensure compliance to our client corporate security policies, when ordering, activating and distributing access control badges.

• Extensive and up-to-date knowledge of internal and local external meeting facilities, restaurants, hotels, venues and businesses to make the most suitable recommendations or arrangements.

 

Hospitality & Office Services

• Ensure a representative office and seamless operation at all times

• Ensure delivery of the client refreshment program, restocking and budget responsibility for the same.

• Keep overview and supervision of all Guest Services processes, Meetings hosted including catering and room setups ensuring a welcoming and professional service. Take the lead for any high profile or large size Event request.

• Deliver a monthly office tour for New Hires including office setup, amenities, basic H&S and security standards.

• Ensure we deliver excellent customer focus for all those walking through our doors.

• Own all meeting and catering related tasks in the Meeting area

• Take ownership for all Meeting Booking requests

• Take ownership for all Event request submitted through our internal ticketing tool or other channels of communication

• Book spaces, coordinate catering, setup and equipment rental as it is required

• Take ownership for catering deliver from quantity & quality control to signage and presentation standards, supported by the DayPorter team

• Ensure compliance to all Health & Safety, including HACCP, max occupancy loads, hosting of external visitors and emergency protocols in close collaboration with the extended WPS team and third parties

• Create a memorable guest experience by engaging actively with our internal and external customers

• Be the main POC, welcoming the meeting host and guiding them to their meeting venue as required

• Upskill on basic AV troubleshooting and be available for the first couple of meetings to support the host as needed

• Own the planning of all in office events as well as oversee the operational delivery:

Facilities Management

• Act as a single point of contact for all facilities matters and react appropriately to queries raised.

• Conduct regular Facility Maintenance checks and ensure documentation of the same. Coordinate required preventive maintenance and repairs with required parties, such as building management team, handyman or other external vendors.

• Meet regularly with the Janitorial Supervisor and sub vendors, reviewing quality of service (KPI scoring).

• Maintain Relationships with Building Maintenance Team and Landlord representatives and coordinate between internal and external parties as required.

• Ensure all corporate security processes are followed in regards to any external vendors and onsite works

• Coordinate the local roll out of global WPS initiatives and projects, such as culture gallery, densification, unassigned seating, ect. under direction from the SIte Lead in Paris.

• Supervision of planned and reactive maintenance including stock of consumables and management of the Handyman service.

Communication & Reporting

• Build and maintain strong relationships to local office communities and stakeholders

• Own all communication to the local office communities

  • Provide information about news, events, upcoming changes etc.

  • Inform of any office maintenance or modifications to avoid or keep disruptions to a minimum

  • Promote and support WPS customer satisfaction surveys, newsletters and other communications initiatives

  • Communicate IT-related topics in collaboration with the IT department

• Prepare and actively contribute to any reporting, meeting agenda’s of the WPS team, acting as the representative for La Défense site. Examples, KPI’s, Project Tracker Meeting

• Execute Space Champion duties for La Défense site.

• Participate in cross regional task forces / working groups as required.

Worlplace Health & Safety

• Ensure compliance to French Health and Safety regulations

• Ensure all JLL H&S Documents are filled and kept up to date

• Ensure all assigned trainings are completed and followed

• Support the organisation of our client First aid Trainings

QUALIFICATIONS:

• Bachelor's degree in a related discipline (preferred)

• Minimum 2 years of related Supervisory experience in Facilities Management or Hospitality (required)

• Fluent in English and French

• Experience in hospitality environment (preferred)

• Strong understanding of financial planning and budget management, with experience overseeing and optimizing annual facility budgets, ensuring all expenditures align with operational goals and remain within approved financial limits (required)

 

INTERPERSONAL SKILLS:

• Proactive and positive attitude

• Customer service-oriented attitude

• Team player, also across functions and locations

• Excellent interpersonal and communication skills, including understanding for the use of confidentiality and diplomacy

• Excellent multi-tasking, project management and organisational skills

• Ability to work in a fast-paced environment and meet deadlines

• Self-starter: can make decisions on the spot

Location:

On-site –Paris, FRA

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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