Facilities Finance Coordinator

Facilities Financial Analyst - Corrigo (CMMS) Administrator / Coordinator As part of a Performance team, the Associate Facilities Manager position is responsible for systems administration of a computerized maintenance management system (CMMS), facility service request (FSR) system, reporting, and facilities support. General duties include system configuration, records maintenance for system users, companies, properties, assets, work order scheduling, system/data integrity and auditing.Job ResponsibilitiesHave responsibility for supporting the account team, overseeing proper system use and configuration to meet internal and client objectives.Oversight and administration of $1.2 million in charge backsWork closely with JLL Senior Management team, especially the Corrigo / CMMS teams, on standardization, clarifications for the team, and day-to-day operations.Manage the JLL Corrigo work order process, systems, and associated data continuity, as it specifically relates to central and facility management/reporting and maximizing Corrigo plies with all client CMMS standards and specifications to ensure database/firm integrity and standardization.Work with JLL Corrigo Team on annual Tradesmen rates (January each year).Assist Facility / Operations Managers in Coaching JLL personnel on Corrigo functions - example parts tracking in work orders.Maintain training records for the JLL Team in Carrier, East Syracuse.Serve as a Subject Matter Expert for assigned portfolio supporting CMMS (Corrigo) systems related questions, support issues, and requirements. This includes questions from the Client and JLL Staff, tracking and reviewing daily 'New' work orders, and monitor due dates on existing work orders.Responsible for production of monthly, quarterly, annual, and ad-hoc account reporting and systems analysis. Reports include work order activity, scheduled maintenance, service level compliance, labor reporting, project reporting, incident reporting and training.Responsible for system and user process documentation; developing new documentation as required and updates to existing documentation.Work closely with all central team managers to optimize and enhance systems to overcome open opportunities including configuration of system notification messages, print formats and other inbound/outbound communication mechanisms.Coordinate with JLL, Security, and Carrier Managers to ensure FMS communications are concise and minimize business impact.Utilize existing General Ledger accounts within the CMMS (Corrigo) to manage the Carrier (East Syracuse) Chargeback accounting system (Laboratory work versus the JLL Organizational Responsibility Matrix) to determine baseline budgeting.Coordinate Campus Events with JLL and client Managers to include site emergencies including incident reporting.Request User IDs and passwords for new users via JLL and Carrier Processes in cooperation with finance team.Request system changes via the Corrigo Data Governance Process.Provide new user training, advanced user training, and new feature training to the account and client staff as require including initial Corrigo Training for JLL new hires.Maintain and update documentation for On-boarding, including assisting JLL Managers on CBA required timeframes - pay raises, increments, etc.Coordinate Site Access with the Security Team, Computer / electronics access (phones and laptops as appropriate), Industrial Licensing, Respirator documents, and specialty license tracking (pesticide applicator).Maintain Carrier Specific 'Shared' network drives, JLL Specific document folders (Teams), track and organize JLL initiatives including Emergency and Standard Procedures, standard formats, library systems (for document organizations), and assist in integrating JLL processes with existing document formats.Develop and deploy inspection, assessment, and audit forms supporting the building facility and engineering team - in depth data analysis. Standardize forms including working with Site Maps and associated documents.Work closely with Non-Technical JLL Personnel on Site Corrigo work orders (Janitorial and Building and Grounds Groups) on routine (weekly, monthly, off-normal, annual routine maintenance).Maintain the Site Asset lists current with assistance from JLL Facility and Operations Managers. Ensure Carrier assets that are removed are approved via JLL Managers and client FMS leads prior to action.Using industry and client best practices, plans, schedules, coordinates and assigned all frequency and work type maintenance activities for group or team of responsibility. This will include working with the JLL Operations / Facility Managers and a variety of client Managers from Laboratories and Facility terface with the Facility and Operations Manager(s) assigned assisting with tactical planning for the team's goals and objectives.Provide support for meetings and conference room reservations as needed and directed - including in the Teams terface with Vendors including providing direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption. Provide Vendor Coaching on Corrigo specific from basic guidance to complex billing issues.Maintain JLL - client Union Contract, update as required. Update, revise, and deliver Contract Updates to JLL Management, Carrier FMS managers, and tradesmen in Local 58 where appropriate.Point of contact for Client questions to direct Client persons to the correct JLL Managers, arrange for complaint resolution with the same, assist in Campus events, receive and ameliorate complaints.Client Management / EHS / Finance Reports including:Personal Protective EquipmentSafety glasses and safety boots: this is managed as a chargeback for client personnel. The procedure is in the Standard Operating Procedures.Site and Vendor Management expectationsManage the site in accordance with all agreed policies, procedures, and contract scope.Assist with vendor management for maintenance of janitorial, mechanical, electrical, plumbing, carpentry, critical systems, HVAC, and others defined within the portfolio of respective sites.Support the sourcing SME and area/site managers through the vendor contract procurement process.Coordinate internally with other teams which may include fitness, food services, security, and capital projects, et al.Support the site and area manager in the implementation of short and long-term projects for the client.Any other activities to support site operations, including, but not limited to, moves/reconfigurations, events, safety, reception, and mail services (contract services).Collects data and collaborates with operations team to optimize maintenance programs.Maintains liaison with facilities technicians and other management regarding work execution, necessity of altering schedules and manpower status.Tracks all asset information, including spare parts and documentation - including review of monthly reports from vendors (Wesco / Custom Inventories).Client Relationship SupportProactively develop and manage client relationships ensuring that expected service levels are ply with all requirements of the client contract and meet or exceed key performance indicators.Deliver an exceptional quality of service to the client, as reflected by client feedback.Support the implementation of innovative programs and processes that reduce short and long term operating costs and increase productivity.Self-ManagementSupport excellent onboarding, training, and team building using established standard procedures. Organize and document best practices with feedback from the JLL Management team on site. Actively support an environment of teamwork, co-operation, performance excellence and personal successParticipate in the individual performance manJLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran's status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements. Minimum Salary: 31200.00 Maximum Salary: 31200.00 Salary Unit: Yearly

Created: 2024-11-02