JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

We currently have an excellent opportunity for a Workplace Services Lead (m/f/d) to join the Integrated Facilities Management business line in Zurich.

The Workplace Services (WPS) Team is dedicated to providing an excellent and memorable office experience for everyone who enters through our doors - employees, guests and partners. This goes for our leased offices as well as our Serviced Offices (Co-Working Space), where we achieve this goal through close partnership with the Serviced Office Provider.

Based in Zurich and reporting to the Director WPS EMEA central, the Lead Workplace Services coordinates the service delivery of our Serviced Office Providers across Switzerland and Austria as well as acts as a supervisor the WPS & Meeting & Events Senior Coordinator in Zurich.

In his/her function, the Lead WPS is the main local point of contact for employees and Office Services provider team. 

Regular travel to the offices in Switzerland and Austria as well occasionally to other Salesforce offices may be required.

This role requires great communication and service orientation, attention to detail, vendor management and supervisory experience. Good administrative and IT skills, good coordination and organizational skills, as well as an independent, flexible work style with good time management. 

Your tasks:

• Build a strong partnership with our Serviced Office Providers to ensure smooth operations, adherence to Salesforce standards and service quality within budget
• Appearance and Functionality - In partnership with the Serviced Office Provider
• Ensure a clean, tidy and safe office space by performing regular visual checks on office and meeting space, pantries and sanitary space
• Ensure adherence to Salesforce's branding guidelines by adopting all applicable initiatives and programs
• Manage the interface with the  IT department on all IT-related matters and challenges of working from a serviced office, both customer internal and with the Serviced Office provider
• Perform regular checks of AV equipment in our meeting rooms to ensure functionality; coordinate required repairs and replacements
• Ensure consistent operational delivery of all Salesforce specific Workplace Programs (examples: Snack& Refreshment, Clean Desk, Unassigned seating, ect. are delivered to the agreed SLA, provide guidance, drive local adjustment as required
• Oversee the meeting and event space booking, including catering and other sub vendor engagements related to the service delivery, engage personally for any high profile Events
• Guest Services & Hospitality: Work with the Serviced Office Provider's Reception staff to ensure an excellent welcome for our employees, guests, and visitors according to agreed Service Levels
• Build and maintain strong relationships to local office communities and stakeholders like Hub leads
• Own all communication to the local office communities, via email and Slack 
• Provide proactive communication and reporting to the Director WPS and ensure a close collaboration across the Workplace Services team of the EMEA central region
• Source, engage and coordinate vendors and sub vendors as required for the delivery of services and projects
• Initiate the procurement process by requesting and validating quotes, coordinate with wider WPS team to the procurement and  payment process 
• Oversee spend tracking and invoice handling for the Workplace Services Operations in Switzerland 
• Be accountable for the Swiss mail handling, supervise the mail handling of the Service Provider and direct report
• Ensure a smooth hospitality operation between the Serviced Office Provider, the WPS Senior Coordinator an local stake holders
• Drive process and space enhancement in the aim of enhancing and aligning the employee experience across the different sites
• Act as the direct supervisor for the WPS & Meeting & Events Senior Coordinator in Zurich
• Ensure office amenities, kitchen equipment and stationary stock are managed 
• Oversee the new hire onboarding and off boarding process, ensuring access control compliance
• Ensure consistent reporting of attendance data, conduct analyses and identify trends
• Ensure alignment to Salesforce processes, SLA’s and playbooks for a consistent employee experience
• Collaborate closely with RE Design, Space Planning, RE Projects and Transactions on any office Enhancement, Expansion or relocation 
• Supervise the spend tracking and invoice handling for the Workplace Services Operations in Switzerland Spend tracking and invoice handling for the concerned Hub
• Budget Management for Snack and Refreshment and variable spend
• Guide, support and enable the Serviced Office Providers to ensure adherence to agreed Service Levels
• Perform Key Performance Indicators (KPI) scoring in preparation for quarterly KPI meetings, measuring the service delivery against agreed Service Level Agreements between Salesforce and the Serviced Office Provider
• Lead quarterly KPI meetings with Serviced Office Provider to rate the service delivery, align on expectations drive improvements and  celebrate achievements
• Engage in cross regional work streams and projects as assigned
• In partnership with the Corporate Security team, ensure all Salesforce employees, Serviced Office Provider staff and visitors comply with Salesforce's Security standards on visitor sign-in, access control, data protection, etc.
• Oversee the access control management for guest and visitors 
• Support the adherence to local and company Health & Safety guidelines in collaboration with regional WPS stakeholders and external consultants
• Organizational support for on-site first aid and fire warden trainings
• Regular checks of office space and equipment to eliminate safety risks and provide a safe working environment
• Attend training for certification as Safety Officer, First Aider and Fire Warden

Your profile:

• Minimum 5 years of experience in office management or workplace services

• Experience in vendor management in the field of service delivery 

• Supervisory experience, remote management experience is plus

• Strong Project Management and Organizational skills

• Excellent communication and team player skills - fluent in German and English in spoken and written form

• Polite and confident with a great deal of patience, passionate about service, helping and working with people

• Can-Do attitude, always willing to go the extra mile

• Affinity for using innovative software like Google, Quip and Salesforce applications

• Ability to work in a fast-paced, dynamic environment and meet deadlines

Our offer

• Creative freedom for tasks and projects

• Active exchange in the global industry network

• Working together at eye level

• Space for personal growth, not only for work

• Acknowledgement of achievements - also monetary benefits

• The opportunity to enhance your skills and advance your career locally as well as regionally

Help shape JLL

We look forward to receiving your application, stating your earliest possible starting date and your salary expectations.

Please understand that paper applications cannot be accepted and, due to reasons of data protection, will be destroyed.

Jones Lang LaSalle SE

Your contact:
Marta Marunchak
E-Mail schreiben

#LI-MM4

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

Jones Lang LaSalle (JLL) ist, zusammen mit seinen Tochter- und Beteiligungsgesellschaften, ein weltweit führendes Unternehmen für Immobilien- und Investment Management Dienstleistungen. Wir übernehmen die Verantwortung für den Schutz der, uns zur Verfügung gestellten, personenbezogenen Daten. Im Allgemeinen sind die personenbezogenen Daten, die wir von Ihnen erfassen, für die Zwecke der Verarbeitung im Zusammenhang mit dem Einstellungsprozess von JLL bestimmt. Wir sind bestrebt, Ihre personenbezogenen Daten mit einem angemessenen Sicherheitsniveau zu schützen und so lange aufzubewahren, wie wir sie aus legitimen geschäftlichen oder rechtlichen Gründen benötigen. Wir werden Ihre Daten anschließend sicher und geschützt löschen.

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