EMEA Project Coordinator

Overview

Reporting into EMEA Technical Project Manager. The EMEA Project Coordinator will be the support for BlackRock, assisting in the delivery of all MAC projects to client sites across the EMEA portfolio. The role will support the coordination and logistics of occupancy and people/desks movements, deliver broad MAC programs and projects delivering key initiatives for the client, with detailed planning, coordination, communication, and execution whilst also supporting the wider facilities team in its day-to-day operations, when workload permits. Engage with the local teams and vendors supporting the local offices with the logistics of the moves and projects.

Responsibilities

• Build and maintain effective lines of communication with Client/JLL/Vendors to ensure effective and timely decision making and on time delivery of MACs
• Prepare and maintain specific reports and trackers
• Support the management of dependencies with all teams and ensure resource requirements are met
• Support across all parties and input into transparent, factual visibility and communication of progress and points of escalation to key stakeholders
• Maintain discretion and confidentiality with regards to all discussed MAC plans and dealings
• Work closely with and support the JLL EMEA Technical Project Manager in coordinating all reporting documents for the assessment of MACs, including tracking of Feasibility Reports, Costings and MAC Packages
• Seek to continuously improve processes, systems, and overall client satisfaction
• Work closely with the JLL EMEA Technical Project Manager teams on the planning of future operations and portfolio management
• On receipt of MAC Scope & Drawings, capture details, record on the relevant systems, track progress including due dates and all costs for all workstreams
• Support the EMEA Technical Project Manager team in scoping, defining, planning, and executing of Programs and projects ensuring that all assumptions are validated and quantified
• On receipt of cost approval (purchase order) raise relevant orders for specialist vendors
• Prepare for the regular MAC meetings with all teams by regularly chasing outstanding actions
• Take accurate meeting minutes and attendance records and circulate
• Input and manage MACs on computerised maintenance management system (Corrigo), a key tracking and reporting platform
• Manage access and security arrangements for vendors
• Track all occupancy changes (desk swap, office layout changes), permanently maintain precise records
• Communicate clearly and professionally with all parties, manage general queries, clarify concerns, and identify solutions
• Compile specific and accurate MAC Weekly reports and trackers and handover documents on completion of projects
• Support the management of MACs within the CDM process through preparation and submission of documentation and accurately filing for audits

Health & Safety Management

• Proactively promote a “Safety First” culture in line with the JLL Cardinal Rules of Safety
• To ensure that all employees are aware of Hygiene, Health and Safety policies and procedures and Fire Regulations
• Compliance with in-country legislation across the regional offices
• To record and report all accidents within the location adhering to location and company procedures
• To ensure all equipment is well maintained and is in good working order
• To ensure that all company procedures and work instructions are fully understood and practised by all employees

Working Life

• The role will operate across the EMEA portfolio
• The main business language spoken is English
• The role will report to the EMEA Technical Project Manager
• The role will operate over a 5-day week, Monday to Friday
• On occasion there will be a requirement to work weekends or public holidays, this will be arranged in advance
• There may be a requirement to travel

Desired Skills & Experience

• Ability to work independently and within a team dynamic, managing multiple priorities and deadlines.
• Strong and proven analytical, statistical reporting and forecasting skills
• Good problem-solving skills
• Ability to read and analyze drawings, plans, schedules, schematics
• Awareness of EHS
• Excellent written & verbal communication skills, and proficient with the use of Microsoft Office tools and Smartsheets
• Client facing experience in a quality driven environment
• Exposure within a global corporate organization

Seniority level

• Associate

Employment type

• Full-time

Job function

• Other

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