Workplace Coordinator

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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Location: Assago, Milan

Reports to: Regional Facilities Manager (JLL)

Position Overview

JLL is seeking an experienced Workplace Coordinator to support facilities coordination in Milan. 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.

Key Responsibilities

Customer Service Excellence

Provide receptionist and client host responsibilities at front of house. 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.

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.

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

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. Fluency in both Italian and English.

The start date is set for January 2027.

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JLL è alla ricerca di una figura esperta nel ruolo di Workplace Coordinator per supportare il coordinamento delle facilities a Milano. Questa posizione richiede una persona orientata alla clientela, capace di coordinare in modo fluido sia i servizi tecnici che quelli di facility management, mantenendo i più alti standard di erogazione del servizio e soddisfazione della clientela.

Responsabilità Principali

Eccellenza nel Servizio alla Clientela

Svolgere attività di reception e accoglienza presso l'ingresso principale. Fungere da punto di contatto primario per richieste e quesiti relativi alle facilities. Mantenere standard eccezionali di servizio alla clientela, garantendo risposte tempestive e professionali. Costruire e mantenere solide relazioni con clientela, fornitori e stakeholder interni. Monitorare le prestazioni di erogazione dei servizi e implementare iniziative di miglioramento continuo. Gestire le escalation in modo professionale e lavorare per una rapida risoluzione.

Coordinamento delle Facilities

Coordinare e supervisionare i servizi MEP (meccanici, elettrici e idraulici) in loco utilizzando il sistema CAFM di JLL. Supervisionare la manutenzione ordinaria degli edifici. Supervisionare la manutenzione e le riparazioni degli asset di competenza. Coordinare i programmi di manutenzione preventiva pianificata (PPM) e la manutenzione reattiva. Garantire la conformità alle normative di salute e sicurezza e ai regolamenti edilizi. Effettuare audit periodici degli uffici per assicurare un ambiente sicuro, confortevole e ben mantenuto. Gestire i servizi di pulizia, la gestione dei rifiuti e i programmi di riciclo. Coordinare e supportare i servizi di ristorazione e le funzioni di concierge. Supervisionare la manutenzione di aree verdi e piante. Gestire i servizi di disinfestazione e igiene. Coordinare e supportare, quando necessario, i servizi di posta e corriere. Supportare i servizi workplace e i servizi per il personale. Interfacciarsi con la proprietà e gestire i requisiti per i permessi.

Amministrazione e Conformità

Mantenere documentazione e registri accurati per tutti i servizi. Monitorare i budget e controllare i costi mantenendo la qualità del servizio. Preparare report periodici sulle prestazioni dei servizi e sui KPI. Garantire la conformità agli standard JLL e ai requisiti della clientela. Supportare i processi di audit e le ispezioni normative.

Requisiti Richiesti

Esperienza di almeno 3 anni nel facility management, preferibilmente nel settore immobiliare commerciale. Forte orientamento al servizio alla clientela con eccellenti capacità comunicative. Esperienza nella gestione sia di servizi tecnici che di facility management. Capacità di lavorare in modo flessibile in diverse sedi. Competenza nell'uso di software di facility management e della suite Microsoft Office. Conoscenza delle normative di salute e sicurezza e dei requisiti di conformità. Padronanza fluente di italiano e inglese.

La data di inizio è prevista per gennaio 2027.

Estimated compensation for this position:

29.000 – 37.000 EUR per year

Final compensation packages are determined by various considerations including, but not limited to, skills and competencies assessed on the basis of objective criteria.

Estimated compensation for this position:

29,000.00 – 37,000.00 EUR per year

Final compensation packages are determined by various considerations including, but not limited to, skills and competencies assessed on the basis of objective criteria.

Location:

On-site –Milano, ITA

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!

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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