Workplace Coordinator

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Job Description: Workplace Coordinator (Facilities)

Location: London

Reports to: Regional Facilities Manager (JLL)

Position Overview

JLL is seeking an experienced Workplace Coordinator to support workplace and facilities coordination in London and other locations. This role requires a customer-focused professional who can seamlessly coordinate both hard and soft services while maintaining the highest standards of service delivery and client satisfaction.
In addition to facilities coordination, the role will also work closely with the Office Manager to support workplace operations and front-of-house activities to ensure a welcoming and well-functioning office environment.

Key Responsibilities

Customer Service Excellence

• Serve as primary point of contact for facilities-related inquiries and requests

• Maintain exceptional customer service standards, ensuring prompt and professional responses

• Build and maintain strong relationships with clients, vendors, and internal stakeholders

• Monitor service delivery performance and implement continuous improvement initiatives

• Handle escalations professionally and work toward swift resolution

Workplace / Front-of-House Support

• Greet and assist visitors, ensuring a professional and welcoming office environment.

• Manage badge access and support visitor registration where required.

• Support mail, courier deliveries, and general office logistics.

• Assist with internal events or workplace initiatives.

• Assist with meeting room setup and manage bookings.

• Monitor and restock office supplies, groceries, and other consumables as required.

Facilities Coordination

• Coordinate and oversee onsite mechanical, electrical, and plumbing (MEP) services utilising the JLL CAFM System

• Supervise regular building fabric maintenance

• Oversee maintenance and repairs of in scope assets

• Coordinate planned preventive maintenance (PPM) schedules and reactive maintenance

• Ensure compliance with health and safety regulations and building codes

• Complete regular office audits to ensure safe, comfortable & maintained environment

• Manage cleaning services, waste management, and recycling programs

• Coordinate and support food & beverage services and concierge functions

• Oversee landscaping and plant maintenance

• Manage pest control and hygiene services

• Coordinate and support as required mail and courier services

• Support workplace services and employee amenities

• Engage with landlord and manage landlord permit requirements

Multi-Site Operations

• Travel between London & Milton Keynes locations as required (London-based)

• Ensure consistent service standards across both sites

• Adapt service delivery to meet specific requirements of each location

• Coordinate resources and scheduling across multiple sites efficiently

Administration & Compliance

• Maintain accurate records and documentation for all services

• Monitor budgets and control costs while maintaining service quality

• Prepare regular reports on service performance and KPIs

• Ensure compliance with JLL standards and client requirements

• Support audit processes and regulatory inspections

Required Qualifications

Essential

3+ years of facilities management experience, preferably in commercial real estate

Strong customer service orientation with excellent communication skills

Experience managing both hard and soft FM services

Ability to work flexibly across multiple locations

Proficiency in FM software systems and Microsoft Office Suite

Understanding of health and safety regulations and compliance requirements

Valid UK driving license for travel between sites
Experience in front of house, workplace experience, or office operations roles

Preferred

IWFM (Institute of Workplace and Facilities Management) certification

IOSH (Institution of Occupational Safety and Health) qualification

Experience with JLL systems and processes

Previous multi-site facilities management experience

Budget management experience

Key Skills & Competencies

• Flexibility & Adaptability: Ability to work across different locations and adapt to varying client needs

• Problem-Solving: Strong analytical skills to identify issues and implement effective solutions

• Communication: Excellent verbal and written communication skills for stakeholder management

• Organization: Strong planning and coordination abilities to manage multiple services and locations

• Customer Focus: Commitment to delivering exceptional customer service and building relationships

• Technical Knowledge: Understanding of building systems and facilities management best practices

• Multitasking and prioritisation: Ability to manage priorities and balance facilities coordination with day-to-day workplace support tasks.

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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!

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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