Facilities Coordinator
Location :
Gent
Position Overview
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 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
* 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 facility-related issues including janitorial services, conference room management, workstation support, and interior/exterior furnishings and equipment
* Coordinate and schedule maintenance activities to meet defined Service Level Agreements (SLAs)
* Collaborate with internal departments (IT, Security, Kitchen, Real Estate) to ensure high-quality project completion
* Ensure facility compliance with local building, health, safety, and fire codes
* Develop and implement operational procedures and standard operating practices
* Identify and present monthly cost-saving opportunities and operational improvements
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
Administrative & Event Support
* Coordinate special events for clients and JLL initiatives
* Handle mail services including pickup, delivery, postage preparation, and courier coordination
* 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
* Demonstrated experience in customer service and relationship management
* Background in vendor management and contract coordination preferred
* Fluency English and excellent level in Dutch or French
Technical Skills
* Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
* Experience with facility management systems and technologies
* Interest in continuous improvement and emerging workplace technologies
Core Competencies
* Excellent interpersonal, communication, and organizational abilities
* Outstanding customer service orientation with problem-solving mindset
* Strong multitasking capabilities with ability to work independently
* Professional demeanor with excellent written and verbal communication skills
* Ability to work effectively both independently and as part of a remote team
* Self-motivated with capability to work without direct supervision