MAC Coordinator
 JLL | |
 United States, New York, New York | |
| 148 West 37th Street (Show on map) | |
 Jan 08, 2025 | |
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Key Elements and Essential Functions:
Project Administration and Reporting Handle administrative responsibilities of the project (meeting minutes, agenda, project reports) as requested Manage action agendas and other associated project documentation Review and edit project documentation developed by Project Coordinator Assist with project close out (close-out report, lessons learned, client reports, project survey) Update bio when significant new skills are learned or at the end of a project on which you had a role Accurately assemble and proofread project and proposal documents as submitted to you for administration Compare vendor/subcontractor invoices to purchase orders or subcontracts Perform data input into the CAFM system to maintain occupancy information Move/Project Management Ensure all project documentation is maintained on client or Relocation Management SharePoint site Receive and process client requests Participate in planning meetings hosted by the client, relocation manager, occupancy planning and other key stakeholders Initiate meetings to review project schedules with vendors and key stakeholders Assist with the project plan and budget through collaboration with the relocation manager, facility manager, project manager and construction manager as required Incorporate "best practices" into projects Ensure project processes are managed in accordance with the client's and JLL's policies and procedures Assist in management of vendors and supporting suppliers (technology, telephony, furniture, etc.) Perform data input into the CAFM system to maintain occupancy information Manage work order and small project management, including but not limited to furniture reconfigurations and space enhancements Comply with all JLL policies and procedures, including but not limited to time & expenses, ethics and business practice Participate in project close-out activities and documentation (e.g. final punch list status, final seat assignment database, FF&E disposition status, and lessons learned) Client Communication and Management Interact effectively with client, as appropriate. Communicate issues and concerns requiring resolutions to JLL project lead Take accurate and comprehensive meeting notes and issue in timely manner Write clear and concise communication conveying complex messages in a manner easily understood by others Provide resolution to routine client issues Project a confident and professional attitude when communicating with client Speak in clear and concise manner when responding to client questions and follow-up with precise resolutions when reached by team lead Demonstrate good listening techniques Demonstrate consistent focus toward client satisfaction Additional Relocation Management Expertise Manage successfully small (100 people or less) relocations Assist Relocation Manager in large relocations Receive and process client relocation requests Initiate meetings to review relocation schedules with move vendors and key stakeholders Assist with the relocation project plan and budget through collaboration with the relocation manager, facility manager, project manager and construction manager as required Manage the post-move help desk, update the post-move database and manage the status of punch list items to resolution Receive and process client move requests Create and distribute move communications/move packets and labels to clients Perform pre-move and move day duties to include but not limited to: Pre and post-move inventory/check-out/check-ins, furniture inventory, hanging move signage and supervising movers Assist in entering and processing information during post-move help desk Ensure all move management activities and processes are performed in a manner consistent with documented processes including client's and JLL's policies and procedures Coordinate scheduled move activity with property management, facilities management, all parties involved in moves, etc. Coordinate work order and small project execution with installers/trades, including but not limited to furniture reconfigurations and space enhancements Education/training Minimum - 1-3 years practical experience PreferredBachelor's degree from an accredited institution, preferred in Accounting, Business, Architecture, Engineering, Interior Design, or Construction Management strongly preferred. 2 years as facility coordinator, move coordinator, or similar/related experience in a Corporate Real Estate environment | |