Facilities Coordinator-Finance

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Our people at JLL and JLL Technologies 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.

What this job involves: The Facilities Coordinator supports the JLL Senior Facilities Manager by managing key financial processes related to facilities operations. This includes monitoring budgets, creating purchase orders, and processing vendor invoices to ensure accurate and timely financial transactions. This role is essential in maintaining cost control and supporting the financial integrity of service delivery at the site. Additionally, this position involves significant client interactions, where the facilities coordinator may coordinate client order requests to ensure exceptional customer satisfaction.

What your day-to-day will look like:

Financial/Budgetary Support

• Directly support the Senior FM/FM with on-going facility and team related responsibilities:
• Act as a liaison to JLL finance team and other account team members.
• Assist with researching, analyzing and reporting budget variances, including proper GL alignment of scheduled receipts
• Work with team members to identify and respond to any financial or budgeting related issues.
• Interact with Finance for month end and year end closing and financial reporting.
• Tracks and reconciles departmental invoices and payments.

Operational/Procurement Support

• Provide superior customer service to meet on-site client's expectations
• Create/Monitor/Receipt all purchase orders for vendor work
• Receipts work that is completed and coordinates with suppliers on invoicing timeliness and accuracy.
• Ensure completed work is recognized as completed in the financial systems and interact with suppliers on billing issues.
• Work with JLL Corporate Finance regarding monthly/weekly reporting, participating in weekly meetings and responding to inquiries
• Work with third party vendors on ensuring accuracy in quotes, verifying completion and submitting invoices within required financial timeline for payment in accordance with the contract.
• Respond daily to vendor questions, concerns.
• Assists management and staff with operational reporting, budgeting, financial systems, and purchasing as necessary.
• Onboarding of new hires to facilities team at the client site.
• Follow established escalation procedures and incident reporting procedures
• Adhere to Jones Lang LaSalle's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets

Work Schedule

• First shift on-site position - 7:30 AM- 3:30 PM EST

Required Skills and Experience:

• Associates degree
• Minimum 2+ years' experience with facilities management; Budget/finance support preferred.
• Ability to manage, multitask and support financial deadlines.
• Demonstrated leadership abilities and organizational skills.
• Strong communication and interpersonal skills.
• Ability to maintain professionalism at all times under stressful situations.
• Proven ability to manage multiple and complex operational matters on a daily basis
• Proficient in MS Office, and possess strong written, verbal and people skills.
• Must be proficient at Excel Spreadsheets and have the capability of customizing administrative reports.
• Superior customer service, team player who builds and maintains relationships.

Desired or preferred experience and technical skills:

• Previous experience working in life sciences environment desired. Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
• Knowledge of major financial systems, Corrigo & Ariba.
• Project Management & Organizational Skills

Other Personal Characteristics

• Able to cooperate and work well with others to meet targets
• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner
• Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively
• Ability to effectively deal with stressful situations
• Able to work independently
• Self-motivated; confident & energetic
• Flexible - able to adapt to rapidly changing situations
• Goal-oriented - able to focus on meeting all performance targets
• Strong communicator - good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener
• Exhibits honesty & trustworthiness

Estimated total compensation for this position:

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Location:

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

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

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Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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Accepting applications on an ongoing basis until candidate identified.