Overview
Business Support Coordinator Jobs in Sunnyvale, CA at JLL
Title: Business Support Coordinator
Company: JLL
Location: Sunnyvale, CA
Job Summary
Provide dedicated financial and administrative support to a Regional Facilities Management team within one of four Bay Area regions. This role supports the efficient operation of the region through key financial activities, detailed administrative tasks, and performance reporting. The Business Support Coordinator works directly with the Site Operations Teams, providing high-level support. Additional administrative support may include but is not limited to purchase order creation, financial reporting, invoice validation and approvals, vendor management, and client reports/deliverables.
Job Responsibilities
- Work with the Regional Facilities Managers (RFMs) to track and report on financial performance, including monitoring compliance with Key Performance Indicators (KPIs).
- Assist the RFM team with financial administration and controls.
Day to Day Operations
- Support the regional RFM team with various financial and administrative tasks:
- P.O. Generation: Create and manage purchase orders for the regional team.
- Invoicing & Accruals: Process invoices and assist with monthly financial accruals.
- Documentation: Update and monitor site playbooks and site websites to ensure current and accurate information.
- Reporting & Analytics: Generate reports and perform analytics on team performance, financial spend, and operational metrics.
- KPI Compliance: Monitor and report on regional compliance with defined service-level agreements (SLAs) and performance metrics.
- Gems and Corrigo work order generation
- Work with the Operations Teams to track and report on operational performance and financial status.
- Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.
The BSC will provide support to the Site and/or Assistant Facility Managers with operational activities in maintenance and operations, accounting and finance, vendor oversight, equipment and supplies, occupancy services and proactively develop and maintain client relationships ensuring that expected service levels are achieved.
Service Delivery
- Actively support an environment of teamwork, cooperation, performance excellence, and personal success.
- Conduct daily walkthroughs to ensure a clean and organized office.
- Identify opportunities for improved operation and service excellence, making recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times and the provision of a safe workplace.
- Update and maintain accurate records and official documentation for the site/s including websites and playbooks
Required competencies:
- Minimum two (2) years of Facilities experience
- A minimum of two (2) years of work experience in an administrative capacity. Experience with data entry, basic reporting, filing, scheduling, and general office support is a must
- Must be proficient in preparing reports, documents, files, etc.
- Strong understanding of general accounting and financing is a must. Working knowledge of accruals, variance reporting, account payables, budgets, and expenditure control is also desired
- Is knowledgeable about local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous.
- Understanding of basic technical aspects of property (computer room air-conditioning, chiller system, fire protection system, mechanical & electrical system) is advantageous.
- Proficiency in a range of information technology tools and platforms.
- Excellent organization and problem solving skills.
- Ability to work independently with little supervision and effectively deal with stressful situations.
- Self-motivated; confident, energetic and flexible.
- Demonstrate the ability to plan and prioritize tasks in a self-directed work environment and maintain high levels of productivity
- Extremely detail oriented
- Must work well under pressure in a demanding environment
- Manages time efficiently with demonstrated ability to multitask
- Strong analytical and problem solving abilities
- Strong written communication skills for reporting
Education:
- A High School Diploma or General Equivalency Diploma (GED). College or university credits or degree in applicable discipline preferred
Desired Competencies:
- Excellent people skills.
- Great multi-tasking ability.
- Self-Starter and great team contributor.
- Good supervisorial and interpersonal skills.
- Good written communication skills; knowledge of Spanish a plus.
- General maintenance and handyman skills.
- Experience with CMMS, financial systems (Yardi is a plus), and Tableau or other data reporting software
- Comfortable using Microsoft Outlook, Excel, Word and PowerPoint.
- Ability to interact with clients, management, staff, and vendors as a professional at all times.
- Prior experience in facilities, property management, or a related administrative field preferred.
Physical Requirements:
- While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions
- The employee may also be regularly required to sit or stand for prolonged periods of time
- Regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machines
- Regularly required to walk, talk, and hear
