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 youve got deep experience in commercial real estate, skilled trades, and technology, or youre 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.
Workspace Experience Coordinator
Work Dynamics - Integrated Facilities Management
Workplace Engagement:
Lead employee engagement at all levels as main point of contact for all staff in the building as well as related questions.
Act as a workplace community liaison to bring together teams, support and promote internal events/clubs and build the community.
Engagement meetings are hosted by the Workspace Experience Coordinator to prompt proactive feedback about the building and enhance the overall workplace experience.
Provide feedback and suggestions raised by the staff to the CRE and workplace team.
Arrange and meet regularly with the client within their area to ensure that needs are being met and liaise with other key business department managers.
Deliver an events program and offering on par to the hospitality industry
Set-up all the event logistics from the ground up (workflow, SOPs, internal communication, BEOs etc.)
Independently manage simple to complex event logistics, budget management and communications of internal and external (client-facing) meetings and events, including trade shows, townhalls and product launches
Ability to prioritize and self-manage multiple events in planning concurrently
Coordinate team activities (staff meetings, all-hands meetings, and social events)
Act as a building ambassador, including maintaining a welcoming presence in public spaces during high traffic times especially during events
Respond to in-person, phone and email requests from business units providing guidance and information in a timely manner
Negotiate contracts with area vendors for best prices and services supporting events
Promote activities that bring together employees from across different teams within the business
Establish relationships with key stakeholders across the business units
Become an effective bridge point between the business units, local/regional CS and the HSBC end-user colleagues and constantly think of ways to partner and combine forces
Consistently bring in environmentally friendly behaviours and ideas, avoid single use plastic and or amenities to support clients goal towards Carbon Net Zero
Keep a list of diverse suppliers in events and ensure to promote space activation of newly launched spaces of the Connected Workspace
Proactive Workplace Management:
Mitigation of workplace challenges and prepare proactive solutions to improve productivity amongst the building.
Conduct floor work regularly to ensure space readiness.
Monitor space utilization on a day-to-day basis. Proactively identify low and high usage areas and let Occupancy Planning know of any challenges or opportunities that exist. Also, prepare recommendations for improvement and increase productivity.
Review neighbourhoods sizes, work patterns (e.g. how busy neighborhood's and floors are on different days/times) and whether work settings are being used for their intended purposes or not and providing feedback where necessary to CRE.
Help support & coordinate Workplace initiatives; including any communications campaigns associated
Liaise with the Workplace and project teams for periodical reviews of fixed desks requirements.
Identify areas of improvement in delivery of the services and processes, work closely with the counterparts to ensure a consistent level of service delivery across the company and implement change as required.
Work together with the companys environmental team to raise awareness and ensure optimum recycling for site/clients business area and/or neighborhood.
Facility Management:
Ensure the provision of a safe working environment.
Ensure compliance with statutory regulations on fire, health and safety standards.
Recommend continuous quality improvement practices and implement Industry Best Practice operations.
Implement workplace procedures and performance measures and ensure they are maintained at all times.
Ensure disaster recovering and business continuity plans are implemented and maintained.
Ensure escalation procedures and incident reporting procedures are implemented and in place.
Assist in the development of guidelines and strategies to ensure compliance with Jones Lang LaSalles business conduct.
Workplace Etiquette:
Championing flexible working and provide support to employees on tools (e.g.
Resource booking, onsite AV equipment) and processes, introducing and reinforcing protocols & etiquette, being visible and available to the employees to answer questions & provide information about the work environment.
Ensure the building and relevant equipment / technology is in perfect working order
Encourage ownership of issues with shared desk/space by supporting and guiding users with issues to the right direction (e.g. IT or facilities helpdesk).
In coordination with Security and the business, manage the locker process & ongoing distribution post implementation
Reporting
Provide the Workspace Experience Manager / Country Account Lead with weekly updates on event & activation, on-boarding of new suppliers, and key challenges and other relevant affairs.
Create monthly report on engagement activities, space activation events via HX Wallpapers; as well as workspace utilisation or under-utilisation of new spaces to support the planning team in making better workspace and furniture design decisions in the future.
Experience and Skills
Bachelors Degree or equivalent work experience
At least 3 years experience in event management, including VIP concierge services
Previous concierge or community management experience highly-preferred
Proven leadership skills with the ability to manage multiple priorities and deliver results in a fast paced heavily matrixed environment.
Exceptional customer service skills with a passion for hospitality
Able to think quickly and efficiently when confronted with a business unit request
Motivated self-starter who is able to work with minimal supervision
Creative problem solver
Great time management
Proactive, approachable and solution-focused
Strong planning and organizational skills
Excellent interpersonal and communication skills
Flexible and proactive, no 9-5 mentality
Experience in working within a dynamic workplace environment that promotes agile working practices
Ability to build positive relations with colleagues, clients and guests
Strong team player with a commitment to support their colleagues and clients
If this job description resonates with you, we encourage you to apply even if you dont meet all of the requirements below. Were 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.
About JLL
Were JLLa leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 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. Thats why were committed to our purpose to shape the future of real estate for a better world. Were 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 were 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 were headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
