Facilities Coordinator fixed-term & part-time / CDD à temps partiel

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Position Overview
Fixed-term contract (CDD) 12-18 months
Part time 20h/week 8.00 am - 12 pm
We are seeking a dynamic Facilities Coordinator to serve as the primary liaison for facility operations, tenant relations, and workplace management. This role combines property management expertise with exceptional customer service to ensure seamless facility operations while representing JLL and our clients with professionalism and excellence in the local business community.
Key Responsibilities
Property & Tenant Management
Act as point of escalation for all facility issues
Act as primary point of contact for all tenant inquiries, requests, and escalations
Build and maintain strong relationships with tenants and landlords where applicable
Ensure compliance with lease terms and legal requirements across the portfolio
Coordinate service visits with property management representatives and approved vendors
Manage the J&J Contractor Management & Permit to Work Process (Inductions, Insurance, Safety Statements & RAMS for all Contractors who come on site).
Coordinate fire safety activities, including fire extinguisher and alarm inspections, fire drills, and related training.
Ensure Fire Extinguishers are maintained and tested regularly. (Annually – both building inclusive of the lobbies)
Coordinate annual inspections and maintenance reviews for electrical and air-conditioning systems during weekly gemba walk
Drive high standards and consistency in lease requirement management
Monitor tenant satisfaction and proactively address concerns
Workplace Operations
Provide exceptional hospitality and support for guests, visitors, and employees
Resolve day-to-day facility issues, including heating and air conditioning/AC, janitorial services, conference room management, workstation support, and interior and exterior furnishings and equipment
Coordinate and schedule maintenance activities to meet defined Service
Level Agreements (SLAs)
Collaborate with internal departments (IT, Security, Real Estate) to ensure high-quality project completion
Ensure facility compliance with local building, health, safety, and fire codes.
Water testing is carried out at both blocks and report on any potential legionella issues
Ensure First Aid box is fully stocked and that the defibrillators are functional and maintained.
Develop and implement operational procedures and standard operating practices
Ensure access control creation for external and internal visitors
Manage the prevention plans for all the contractors (Orthotaxy’s and JLL’s)
Vendor & Contract Management
Manage facility contracts as the client's designated managing agent
Coordinate vendor discussions regarding goal setting, performance criteria, and reviews
Maintain strong relationships with suppliers and service providers
Monitor service delivery quality and contractor performance
Think creatively to identify practical, compliant solutions to vendor-related challenges, including excessive costs or suppliers not yet registered in JLL systems
Administrative & Event Support
Coordinate special events for clients and JLL initiatives : Organize external guests’ visits, including booking restaurants or taxis if needed
Handle mail services including pickup and delivery
Organize shipments to EU and out of EU (customs documentation, shipments tracking)
Support various administrative tasks to ensure smooth daily operations
Assist with workplace technology integration and facility improvements
Client Relations & Business Development
Represent JLL and clients professionally in the local and regional business community
Promote JLL's reputation and capabilities to prospective tenants and clients
Lead efforts to monitor and enhance customer satisfaction
Serve as brand ambassador for facility management excellence
Experience & Education
Minimum 2 years of experience in facilities management, property management, or related field
Fluent in French and able to communicate in English
Demonstrated experience in customer service and relationship management
Background in vendor management and contract coordination preferred
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Experience with facility management systems and technologies
Interest in continuous improvement and emerging workplace technologies
Excellent interpersonal, communication, and organizational abilities
Outstanding customer service orientation with problem-solving mindset
Strong multitasking capabilities with ability to work independently
Good working knowledge of English, both written and spoken
Professional demeanor with excellent written and verbal communication skills
Ability to work effectively both independently and as part of a remote team
Proactive and self-motivated, with the ability to anticipate needs, identify issues early, develop solutions, and take ownership through completion
Location:
On-site –Gières
If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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