Facilities Management MAC Coordinator

JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Key Elements and Essential Functions:
Project Administration and Reporting

• Handle administrative responsibilities of the project (meeting minutes, agenda, project reports) as requested
• Manage action agendas and other associated project documentation
• Review and edit project documentation developed by Project Coordinator
• Assist with project close out (close-out report, lessons learned, client reports, project survey)

Update bio when significant new skills are learned or at the end of a project on which you had a role

• Accurately assemble and proof read project and proposal documents as submitted to you for administration
• Compare vendor/subcontractor invoices to purchase orders or subcontracts
• Perform data input into the CAFM system to maintain occupancy information

Move/Project Management

• Ensure all project documentation is maintained on client or Relocation Management SharePoint site
• Receive and process client requests
• Participate in planning meetings hosted by the client, relocation manager, occupancy planning and other key stakeholders
• Initiate meetings to review project schedules with vendors and key stakeholders
• Assist with the project plan and budget through collaboration with the relocation manager, facility manager, project manager and construction manager as required
• Incorporate "best practices" into projects
• Ensure project processes are managed in accordance with the client's and JLL's policies and procedures
• Assist in management of vendors and supporting suppliers (technology, telephony, furniture, etc.)
• Perform data input into the CAFM system to maintain occupancy information
• Manage work order and small project management, including but not limited to furniture reconfigurations and space enhancements
• Comply with all JLL policies and procedures, including but not limited to time & expenses, ethics and business practice

Participate in project close-out activities and documentation (e.g. final punch list status, final seat assignment database, FF&E disposition status, and lessons learned)
Client Communication and Management

• Interact effectively with client, as appropriate. Communicate issues and concerns requiring resolutions to JLL project lead
• Take accurate and comprehensive meeting notes and issue in timely manner
• Write clear and concise communication conveying complex messages in a manner easily understood by others
• Provide resolution to routine client issues
• Project a confident and professional attitude when communicating with client
• Speak in clear and concise manner when responding to client questions and follow-up with precise resolutions when reached by team lead
• Demonstrate good listening techniques
• Demonstrate consistent focus toward client satisfaction

Additional Relocation Management Expertise

• Manage successfully small (100 people or less) relocations
• Assist Relocation Manager in large relocations
• Receive and process client relocation requests
• Initiate meetings to review relocation schedules with move vendors and key stakeholders
• Assist with the relocation project plan and budget through collaboration with the relocation manager, facility manager, project manager and construction manager as required
• Manage the post-move help desk, update the post-move database and manage the status of punch list items to resolution
• Receive and process client move requests
• Create and distribute move communications/move packets and labels to clients
• Perform pre-move and move day duties to include but not limited to: Pre and post-move inventory/check-out/check-ins, furniture inventory, hanging move signage and supervising movers
• Assist in entering and processing information during post-move help desk
• Ensure all move management activities and processes are performed in a manner consistent with documented processes including client's and JLL's policies and procedures
• Coordinate scheduled move activity with property management, Facilities Management, all parties involved in moves, etc.
• Coordinate work order and small project execution with installers/trades, including but not limited to furniture reconfigurations and space enhancements
  Education/training
• Minimum - 1-3 years practical experience
• Preferred
  • Bachelor Degree from an accredited institution, preferred in Accounting, Business, Architecture, Engineering, Interior Design, or Construction Management strongly preferred.
  • 2 years as facility coordinator, move coordinator, or similar/related experience in a Corporate Real Estate environment

Estimated compensation for this position is:
70,000.00 - 80,000.00 USD
The pay range listed is a total compensation range including bonus, if applicable. The provided range is an estimate and not guaranteed. An employment offer is based on applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data.
Location:
On-site -New York, NY
Job Tags:
Hiring
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
• Flexible and Remote Work Arrangements may be available

About JLL -
For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.
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