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Junior Facilities Coordinator

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Minneapolis, United States Jones Lang Lasalle Full time

Job Summary Junior Facilities Coordinators, or what we call Ambassadors, would be responsible for delivering client experience every day through face-to-face engagement, proactive communication, and exceptional customer service. Ambassadors aim to manage large sites with a bespoke approach to establish stronger relationships and create an engaging experience for our client's employees and their guests. The Experience Services Ambassador will be part of the Workplace Services team and is the go-to-person for all workplace operations / facilities matters. The role of the Ambassador will increase the level of partnership between JLL and our vendors. This role will also perform Reception, Guest Services and Meeting Coordinator responsibilities. Key Responsibilities Site Management Manage all customer inquiries and issues tactfully and confidently Conduct daily site walk checklist to ensure flawless execution, look out for defects and remediate any dangerous conditions immediately Ensure meeting rooms and collaboration spaces are in 'ready-to-use' condition whenever unoccupied Ensure office equipment is in good working condition. Otherwise, rectify immediately Liaise and work collaboratively with colleagues (FM, Engineering, Project Mgmt.) and vendors to support the functionality of the workspace Ensure services are delivered within SLA's and compliant with applicable laws, rules and regulations Consolidate all customer issues and generate monthly report Customer Service & Communications Start the day with greeting customers, using customer name Visibly engaged and well known in the workplace; spends a minimum of four hours per day walking the site To be attuned with customer, build meaningful relationships with stakeholders across all levels, carrying a hospitality calling card as appropriate Share communications collaterals with the JLL team Receives and responds to all requests (verbal, email) or issues within one day of receipt, including a personal follow up to ensure questions / requests are answered. Urgent issues / emails to be prioritized first Administrative Duties Perform / stock pantry and supplies as needed Administer workplace policies (clean desk, appropriate use of space, etc.) Additional duties as assigned by Workplace / Facility Manager Reception / Guest Services Enthusiastically welcome our guests, anticipate their needs, assist with arrival, office orientation, and departure - respond promptly with your personal spirit, however busy and whatever time of day Create memorable experiences with a warm, welcoming personality Take initiative to proactively address guest needs and answer questions Share your personal passions and knowledge of the office services, spaces, and amenities available to guests and help them feel welcomed and productive Collaborate with team members to communicate trends in guest services and develop best practices and streamlined processes that respond to guests' needs Track all visitors, including vendors, visiting employees and guests Manage parking and vehicle logs and records Coordinate security access cards for employees and vendors Welcome event guests and assist with printing visitor badges Assist with tracking employee on-boarding/off-boarding processes Manage incoming and outgoing courier and other packages or mail as required Support the annual management plan by accomplishing key performance indicators Meeting Coordinator Demonstrated expertise in executing high profile meetings and events with senior executive participation Consult with conference center clients to determine event needs such as space, physical set-up, AV and technical requirements, catering, and event support Primary point of contact for conference center clients; responds to all requests in a timely manner Consistently deliver high standards of care during events, exceed client expectations, and anticipate needs Manages all operations, functions, and logistics for conference center including scheduling of the onference center using client scheduling software, ordering catering, troubleshooting AV and other set up issues Collects feedback from business line stakeholders and client attendees to integrate into continuous improvement effort Complete all tasks and projects as directed and ensure timely delivery based on deadlines Engages in a culture of continuous improvement and innovation by adopting and participating in the development of best practices, new tools and other ideas that provide service delivery efficiencies Establish rapport and maintain relationships with events and conference clients Handle all administrative support for the conference center and off-site meetings and events, including but not limited to, preparing cost quotes, presentations, responding to inquiries and requests Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption Follow established escalation procedures and incident reporting procedures Qualifications Bachelor's degree or equivalent preferred 3 - 5 years prior experience in hospitality, tourism, events, operations, property management, or related profession Confident, friendly & engaging Customer focused mentality with a passion for hospitality Excellent verbal and written communication skills, ability to communicate professionally at all levels Knows how to multi-task while ensuring consistent and elevated guest experiences and accuracy Meticulous with strong organizational and time management skills Strong interpersonal skills and highly collaborative Proficiency with Microsoft Office (Excel, Word, PowerPoint, Visio, and Outlook) Minimal Physical Activity: Ability to perform minimal physical activity such as carrying small packages JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.