Helpdesk & Events Coordinator

JLL supports the Whole You, personally and professionally.

Helpdesk and Events Coordinator
Work Dynamics - Integrated Facilities Management

Key Responsibilities

Operations (Helpdesk)
Day-to-day “Operational” Management of vendors to ensure required vendors are assigned within SLA response time, to attend to facilities-requests and ensuring No “Down-time” on critical items and/or escalated customer complaints.

Ensure all Facilities related documentation is filed and inventoried properly at site.

Assist with the communications at site including drafting and disseminating all announcements with a focus on creating collaboration between sites and improving the Service Delivery of Facilities

Support in the management of the Area Access Manager (AAM)

Ensure timely submission of invoice from the vendor to the finance department and payment are made on time.

Coordinate and manage of pantry supplies, stationery/first aid items replenishment.

Coordinate with housekeeping to ensure that pantry and vending machine items are always in stock.

Ensure all employee services are managed and delivered as per customer expectation /satisfaction within SLAs/KPIs; Any ad hoc/special requests to have the necessary approvals prior to implementation.

Complete all of client’s (“relevant”) on-line/on-site training for internal tools, e.g. Policies, Software-specific etc.

Complete all aspects of the IPMP program.

Assist in the preparation of reports and analysis.

Other ad hoc task assigned from time to time depending on business requirements.

Operations (Event Coordination)
Ensure that all the Service Level Agreement’s regarding Booking Requests, Event, & Co-ordination are met.

Be the primary coordinator for conferences and big group events.

Liaise with requestor to support the development of and understand the requirements for each event.

Maximize meeting space utilization by supporting the reservation and meeting space management process working with customers and the team to effectively use meeting space including addressing space conflicts and negotiating space needs.

Support day-of execution including coordination with team/vendors, last minute logístical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions, when needed.

Manage and foster relationships with team/vendors and other key stakeholders through effective communications, collaboration, and engagement.

Perform post event duties such as expense processing, event success assessments and assisting collecting feedback from requester.

Generate reports for meeting room, events, and calls.

Follow department policies, procedures and service standards.

Assist and actively participate in the Annual events such as Fire Drill, Annual shut down etc.

Competencies
Ability to work under pressure efficiently

Proactive and solution oriented, friendly with assertive and personable nature

Demonstrate initiative and able to work in a team-based environment with plenty of movement

Able to multitask with good time management skills

Service oriented, strong sense of urgency, pleasant and approachable disposition with a sense of self achievement and a winning attitude

Qualifications & Experience
Graduate Degree or Diploma in any stream

Good relationship building skills

Fluent in Oral and written English skills

Experience in using Microsoft Excel and Word

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.

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.