JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

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
marta.marunchak@jll.com
#LI-MM4

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

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.