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Facilities Assistant - fixed term contract

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JLL

2mo ago

  • Job
    Full-time
    Entry, Junior & Mid Level
  • Customer Relations
    Facilities Management
  • Milan
  • Quick Apply

AI generated summary

  • You need strong interpersonal skills, ability to work independently, effective communication, multitasking, problem-solving, Microsoft Office proficiency, and fluency in Italian and English.
  • You will maintain property efficiency, manage requests, oversee suppliers, conduct inspections, ensure safety standards, assist at reception, and support ad-hoc facilities needs.

Requirements

  • Sound interpersonal skills to manage diverse range of service providers and Client representatives
  • Ability to structure and lead your own work
  • Sound written and oral communication skills
  • Demonstrated ability to manage multiple operational matters on a daily basis
  • Capacity to deal with problems
  • Sound computer skills in Microsoft Office
  • Fluent Italian and English

Responsibilities

  • Delivery of services to operate and maintain the properties organized and tidy within the FM remit and which relate to this role’s responsibilities
  • Manage and respond to requests received via telephone, Corrigo ticket system, email or in person
  • Purchase Orders (PO) issuance
  • Develop an understanding of a sound working relationship with key representatives of the client and key suppliers/service providers to the site
  • Inform local client of the FM activities that are to take place at the Site, the progress and the result of the performed activities
  • Operate to the Scope of Work defined in the SOW service documentations
  • Review and spot-check to ensure that suppliers/service providers are meeting the obligations
  • Ensure that the site is well maintained and correctly furnished/stocked to operate to maximum efficiency
  • Ensure that detailed floor inspections are routinely conducted and reported on timely manner
  • Ensure that the Work Order system (Corrigo) is maintained and addressed efficiently and in a timely manner for rectification of any defective items/services (together with Reception and the backup FM)
  • Ensure PPM/Statutory work and relating equipment is properly scheduled, maintained, and reported
  • Understand and follow the Merck and JLL EH&S (Environmental, Health & Safety) standards and report any abnormal findings (Good catches/Near misses)
  • Be in the Reception and assist with operational needs – eg arrange with backup needs for vacation or sick leave.
  • Assist as a key team member in responses to emergency situations
  • Ensure mail services are properly managed and delivered and plan for backup needs during vacation or sick leave
  • Perform daily site tours to ensure all is in order; if coffee machine should be refilled, that consumables are refilled at the bathrooms, cleaning level quality etc.
  • Support on ad-hoc FM needs, like be the spoc for maintenance PPM and corrective works

FAQs

What is the duration of the employment for this position?

This is a fixed-term contract position.

What kind of benefits does JLL provide to its employees?

JLL offers a comprehensive benefits package that prioritizes mental, physical, and emotional health, as well as personalized benefits to support personal well-being and growth.

What languages are required for this position?

Fluency in both Italian and English is required for this role.

What are the main responsibilities of the Facilities Assistant?

The main responsibilities include managing service requests, ensuring site maintenance and cleanliness, conducting inspections, assisting with emergency responses, and supporting operational needs at the reception.

Is previous experience in facilities management required for this role?

While prior experience in facilities management is beneficial, relevant experience in any field may also be applicable, and we encourage all candidates to apply even if they don’t meet every requirement.

Will I need to handle emergency situations in this position?

Yes, you will be expected to assist as a key team member in responses to emergency situations.

What skills are important for success in this role?

Important skills include sound interpersonal skills, effective communication, the ability to manage multiple operational tasks, problem-solving abilities, and proficiency in Microsoft Office.

Are there opportunities for professional growth within JLL?

Yes, JLL is committed to professional growth and empowers employees to thrive both personally and professionally.

How does JLL support a diverse and inclusive culture?

JLL values diverse backgrounds, experiences, and perspectives and aims to create a culture where everyone feels welcomed, valued, and empowered to achieve their full potential.

How will I communicate with clients and service providers in this position?

Strong written and oral communication skills are essential, and you will communicate with clients and service providers through various channels, including telephone, email, and in-person interactions.

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JLL

We shape the future of real estate for a better world

Real Estate
Industry
10,001+
Employees

Mission & Purpose

We’re a leading professional services firm that specializes in real estate and investment management. JLL shapes the future of real estate for a better world by using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities. We want the most ambitious clients to work with us, and the most ambitious people to work for us. Join us.

Benefits

  • Medical Plan

    Choose from three plan options: Standard, Plus or Basic, administered by UnitedHealthCare and, in limited locations, Kaiser Permanente. Health Savings Account (HSA) automatically comes with Plus or Basic plans and is Company-funded with $600 for employee coverage, or $1,200 for employee+1 or family coverage. 100 percent preventive care coverage is included with all plans.

  • Paid time off (PTO)

    Combines vacation, sick leave and personal time: 18 to 28 days per year, depending on your years of service and job level.

  • Enhanced Life Insurance

    Take advantage of group rates on optional coverage for you, your spouse/domestic partner and children at your own cost. Enroll when first eligible for the most favorable underwriting.

  • Parental Leave Pay

    Six weeks of paid leave at 100% of salary.

  • Flexible work arrangements

    May be available to help you balance work, family and personal commitments.