Operations Coordinator

JLL - Nashville, TN

Position Summary:

OVERVIEW
Directly supports the Facility Manager with on-going facility and team related responsibilities.

ESSENTIAL FUNCTIONS

Assist with budgetary requests
Work with team members to identify and respond to any financial or budgeting related issues
Helps support facility specific cost savings targets to contribute to the account achieving significant savings
Supports requests associated with Jones Lang LaSalle Management, Operations audits
Provides support for guests, visitors and employees at client locations
Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
Resolves problems associated with all building services including: janitorial, parking, badging, conference rooms, cubes as well as interior and exterior furnishings, fixtures and equipment.
Coordinates special events in support of client or Jones Lang LaSalle
Provides support for meetings and conference room reservations, as needed and directed
Assists with the coordination and scheduling of maintenance activities
Assists management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
Acts as a interface with client, visitors and guests.
Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
Ensures delivery of committed services and overall satisfaction with Jones Lang LaSalle performance.
Demonstrates leadership, responsiveness and creativity in finding solutions for service delivery.
Reviews Invoices, receipts and work orders/tickets
Helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
Ensures appropriate follow up with customers
Seeks to continuously improve processes, systems and overall client satisfaction
Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed
Inventory and stocking of Office Supplies
Coordinates Vendor Services
Space Planning (e.g., coordinate with leads on team growth and workstation needs, update MAC programs weekly)
Transportation (i.e., Bike Program)
Facilitate new hire process by coordinating with team leads, update appropriate employee data bases, providing welcome material and badge assignment (e.g., seat assignments, new hire setups and exits)
Incoming/Outgoing mail and packages
BET and Safety programs (e.g., employee/contractor badges, internal visitor assistance)
Distribute and or update employee/contractor badge.
Retrieve badges from exited employees and return to main office.
Documents, publications, and signage for the office (e.g., manage web page, ad hoc signage around the office, helping remote teams display signage (open enrollment, other programs))
Liaison between, employees, and leads
Landlord Relations
Monthly site audits (e.g., site inspection report, safety equipment, seat assignments, safety equipment, seat assignments, repairs and maintenance reports, vendor audits (e.g., janitorial, HVAC))
Events and All Hands (e.g., room set ups and bookings, monthly events, calendar system and events queue management)