Facility Assistant

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 91,000 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.

**About the position**:
We are looking for a Facility Coordinator to join our team
**Location**: Montevideo, Uruguay.
**Work schedule**: Monday to Friday, 09:00 to 17:00 Horas.
**Contract Type**: Open-ended.

**Job Purpose**:
The Facilities Coordinator manages the day-to-day client activities for the assigned property / facility and is the on-site key point of contact for key stakeholders and/or client. The role assumes overall responsibility for medium or small site budget, accounting and finance, maintenance and operations, contract services, purchasing of material, equipment & supplies, occupancy services and service desk.

**Responsibilities**:
**Governance & General Management**:
Ensure all work stated in the Master Service Agreement (MSA) is completed in compliance with all governing laws, codes and regulations and in full compliance with processes, policies and procedures by all parties executing services on behalf.
Develop and execute the annual Site Operations Plan in alignment with the Regional Strategic Plan. This shall include the local priorities, projects, execution timeframe and deliverables.
Participate and be engaged with IFM meeting cadence (operational, strategic and best practice forums)
Provide visibility of opportunities in processes and programs for improvements.

Reporting
Provide financial and operational reporting on a monthly, quarterly and annual basis.
Ensure information reported is accurate with systems information. Advise of any data issues to address data accuracy

Sourcing, Procurement and Supplier Performance

Work in collaboration and in alignment with your FM and the IFM Sourcing Regional team to:
Source, select, contract and manage Tier Two and Tier Three Providers.
Onboard and train Tier Two and Tier Three Providers as may be required.
Annually develop and maintain a rolling two-year Tier Two Provider sourcing and savings plan
Validate all Provider invoices submitted for payment are appropriate and consistent with expenditure authorization limits.
Measure and track vendor performance against pre-defined set of success criteria and contract obligations utilizing metrics and KPIs where applicable.
Manage T2 vendor relationship to ensure the adequate service delivery.

Financial Management

Work in collaboration and alignment with your FM and the IFM Finance Regional team to:
Develop site budget and forecast according to regional ROB and RE&F financial processes. Follow control processes to track expenses and report against budget, forecast or other targets. Expenses include operating expenses and capital expenses expenditures for IFM scope of services and lease contract related payments to the landlords.
Maintain and report on related PO accruals as required in timely manner.
Responsible for managing all expenses to conclusion and are supported by a Purchase Order.
Ensure contractually correct and timely payment of Tier Two Provider invoices/invoice processing (per agreed term) submitted to Accounts Payable.
Ensure invoices are correctly prepared by vendors and submitted on time.

Innovation, Benchmarking, & Cost Savings

Develop, seek approvals, and implement plans for continuous service or process improvement, cost reduction and efficiency.
Benchmark practices with other JLL accounts and propose improvements if applicable.

Change Management, Client Relationship Management, Marketing & Communications

Work in alignment with your FM and the Customer Experience Regional team to:
Provide insights and lead change management execution for IFM workplace change projects regarding occupant experiences and requirements based on day to day facilities management.
Work with FM and Portfolio Manager to put in place action or communication plan to mitigate gaps of i