Facilities Assistant

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.

POSITION GOALS

Deliver services to operate and maintain properties in an organized and efficient manner within the FM scope relating to this role's responsibilities

Manage and respond to requests received via telephone, Corrigo ticket system, email, or in person

Issue Purchase Orders (PO) as required

Develop sound working relationships with key client representatives and suppliers/service providers at the site

Keep the local client informed of FM activities planned for the site, their progress, and the results of completed work

DUTIES AND RESPONSIBILITIES

Operate according to the Scope of Work defined in SOW service documentation

Review and conduct spot\-checks to ensure suppliers/service providers meet their contractual obligations

Ensure the site is well\-maintained and properly furnished/stocked to operate at maximum efficiency

Conduct detailed floor inspections routinely and report findings in a timely manner

Maintain and address the Work Order system (Corrigo) efficiently and promptly for rectification of any defective items/services (in coordination with Reception and backup FM)

Ensure Preventive Planned Maintenance (PPM)/Statutory work and related equipment are properly scheduled, maintained, and reported

Understand and follow Merck and JLL EH\&S (Environmental, Health \& Safety) standards and report any abnormal findings (Good catches/Near misses)

Support Reception desk operations and assist with operational needs—e.g., arrange backup coverage for vacation or sick leave

Serve as a key team member in emergency response situations

Ensure mail services are properly managed and delivered, and plan for backup coverage during vacation or sick leave

Perform daily site tours to ensure all is in order—verify coffee machines are refilled, consumables are stocked in restrooms, cleaning standards are maintained, etc.

Support ad\-hoc FM needs, including serving as the point of contact for PPM and corrective maintenance works

KEY COMPETENCIES

Strong interpersonal skills to manage diverse service providers and client representatives

Ability to structure and manage own workload independently

Excellent written and oral communication skills in Italian and English

Proven ability to manage multiple operational matters on a daily basis

Strong problem\-solving capabilities

Proficiency in Microsoft Office applications

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OBIETTIVI DELLA POSIZIONE

Erogare servizi per gestire e mantenere gli immobili in modo organizzato ed efficiente nell'ambito delle responsabilità FM relative a questo ruolo

Gestire e rispondere alle richieste ricevute tramite telefono, sistema di ticketing Corrigo, email o di persona

Emettere Ordini di Acquisto (PO) secondo necessità

Sviluppare solide relazioni di lavoro con i principali rappresentanti del cliente e i fornitori/prestatori di servizi del sito

Mantenere il cliente locale informato sulle attività FM pianificate per il sito, sul loro avanzamento e sui risultati del lavoro completato

COMPITI E RESPONSABILITÀ

Operare secondo l'ambito di lavoro definito nella documentazione del servizio SOW

Effettuare revisioni e controlli a campione per garantire che i fornitori/prestatori di servizi rispettino i loro obblighi contrattuali

Garantire che il sito sia ben mantenuto e correttamente arredato/rifornito per operare alla massima efficienza

Condurre ispezioni dettagliate dei piani in modo regolare e riportare i risultati in modo tempestivo

Mantenere e gestire il sistema di Work Order (Corrigo) in modo efficiente e tempestivo per la risoluzione di eventuali articoli/servizi difettosi (in coordinamento con la Reception e il backup FM)

Garantire che i lavori di Manutenzione Preventiva Programmata (PPM)/Obbligatori e le relative attrezzature siano correttamente programmati, mantenuti e documentati

Comprendere e seguire gli standard EH\&S (Ambiente, Salute e Sicurezza) di Merck e JLL e segnalare eventuali anomalie (Good catches/Near misses)

Supportare le operazioni della Reception e assistere con le esigenze operative—ad esempio, organizzare la copertura sostitutiva per ferie o malattia

Fungere da membro chiave del team nelle situazioni di emergenza

Garantire che i servizi di posta siano gestiti e consegnati correttamente e pianificare la copertura sostitutiva durante ferie o malattia

Effettuare tour giornalieri del sito per assicurarsi che tutto sia in ordine—verificare che le macchine del caffè siano rifornite, che i materiali di consumo siano disponibili nei bagni, che gli standard di pulizia siano mantenuti, ecc.

Supportare le esigenze FM ad\-hoc, incluso fungere da punto di contatto per i lavori di manutenzione PPM e correttiva

COMPETENZE CHIAVE

Forti capacità interpersonali per gestire fornitori di servizi diversificati e rappresentanti del cliente

Capacità di strutturare e gestire autonomamente il proprio carico di lavoro

Eccellenti capacità di comunicazione scritta e orale in italiano e inglese

Comprovata capacità di gestire quotidianamente molteplici questioni operative

Forti capacità di problem\-solving

Competenza nell'uso delle applicazioni Microsoft Office

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. 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.

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 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. 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.

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