Facilities Coordinator

The Facilities Coordinator manages the day-to-day client activities for the assigned property / facility and is the on-site key point of contact for key stakeholders and/or client. The role assumes overall responsibility for medium or small site budget, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and service desk.

Responsible for all services and operations at a medium or small site in compliance with applicable SOWs.

**Key Responsibilities and Accountabilities**:
These responsibilities and accountabilities ensure compliance with approved SOPs for each service provided. If IFM member identifies discrepancies between SOP implementation and coherent applicability, must escalate issue to update or implement local variances in SOP.

**Volume 1: Account Management**

**Area of responsibility SOW**

**Responsibilities and accountabilities**

Governance
- Provide visibility of opportunities in processes and programs for improvements.

General Management
- Participate and be engaged with IFM meeting cadence as set by RE&F. Meetings will include operational, strategic, and best practice forums. Tier One Partner will establish its’ own Rhythm of Business (ROB) activity as needed.
- Develop and execute the annual Site Operations Plan in alignment with the Regional Strategic Plan. This shall include the local priorities, projects, execution timeframe and deliverables.
- Ensure compliance with SOPs for all contracted services, identify and include all variations applicable per site.
- Ensure all work stated in this SOW and Master agreement is completed in compliance with all governing laws, codes and regulations, Environmental health and Safety (EH&S), IT requirements and in full compliance with Insurance requirements.
- Ensure compliance with standardized processes, policies and procedures by all parties executing services on behalf of client.

Reporting
- Provide financial and operational reporting on a monthly, quarterly and annual basis at the country/site and aggregated level as directed.
- Ensure information reported is accurate with client systems information. Advise of any data issues to address data accuracy.

Sourcing & Procurement
- Source, select, contract and manage Tier Two and Tier Three Providers.
- Onboard and train Tier Two and Tier Three Providers as may be required.
- Annually develop and maintain a rolling two-year Tier Two Provider sourcing and savings plan

Supplier Performance
- Validate all Provider invoices submitted for payment are appropriate and consistent with client expenditure authorization limits and compliance guidelines.
- Measure and track vendor performance against pre-defined set of success criteria and contract obligations utilizing metrics and KPIs where applicable.
- Manage T2 vendor relationship to ensure the adequate service delivery.

Financial Management
- Ensure contractually correct and timely payment of Tier One and Tier Two Provider invoices/invoice processing (per agreed term) submitted to client Accounts Payable.
- Ensure invoices are correctly prepared by vendors.

Innovation, Benchmarking, & Cost Savings
- Continuously identify ways in which service can be improved and value for money can be enhanced. Communicate innovations and cost savings ideas to RE&F.
- Develop, seek approvals, and implement plans for continuous process improvement, cost reduction and efficiency.
- Benchmark practices within JLL accounts and propose improvements if applicable.

Change Management
- Provide insights and lead change management planning for workplace change projects in regards to occupant experiences and requirements based on day to day facilities management.
- Work with Portfolio Manager and Key Stakeholders to put in place action or communication plan to mitigate gaps of information, resistance to change or dissatisfaction.

Client Relationship Management
- Map Site’s Key Stakeholders and maintain strategic relationship to understand needs, facilitate decisions and approvals.
- Ensure and facilitate excellence communications with clients, maintain and share all relevant information and/or lessons through a knowledge management based platform.
- Escalate issues with FM responsible.

Marketing & Communications
- Customize marketing and communication plans at site level according to regional program.
- Develop and manage Key Activities Calendar to execute communications in a timely manner.

Environmental Sustainability
- Work in coordination with Operations Supervisor to identify and implement opportunities to reduce carbon footprint on site.
- Establish site-specific goals aligned with regional Environmental and Sustainability Program (Energy, Water, Waste & Recycling), define and execute action plan to achieve those goals.

**Volume 2: Customer & Employee Experience**

Services according to Portfolio Matrix.

**Area of responsibility SOW**

**Responsibilities and accountabilities**

Rec