Workplace Experience Coordinator

Job description

JLL empowers you to shape a brighter way.   Our people at JLL 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.    Overall Role As the Workplace Experience Coordinator, you will own the day-to-day workplace experience and act as the first impression for employees, visitors, and partners. You will deliver a high-touch, high-impact workplace environment by combining warm hospitality, strong operational discipline, proactive communication, and practical follow-through. This role works closely with the Workplace Manager, the local building community team, the serviced office or co-working partner, and other cross-functional stakeholders such as IT, Corporate Security and others. You will support daily operations, employee requests, workplace activations, events, vendor coordination, and broader regional initiatives that improve employee experience and operational excellence. The ideal candidate is proactive, composed, service-minded, and comfortable making real-time decisions within agreed guardrails. They take ownership, solve problems with good judgement, and know when to escalate safety risks, major disruptions, material budget changes, policy decisions, or issues with broader site impact. Duties & responsibilities Workplace Experience and employee hospitality • Serve as the first point of contact for employees, visitors, and partners in the office, providing warm, professional hospitality while following site security and visitor protocols. • Own the overall workplace experience day to day, proactively identifying and resolving issues end to end and escalating only where safety, material cost, scope, policy, or leadership decisions are required. • Foster a welcoming and inclusive office environment by engaging routinely with employees, gathering workplace feedback, and creating a strong sense of community. • Maintain visible workplace presence through regular floor walks, reception support, and employee touchpoints to ensure desks, meeting rooms, pantries, utilities, and shared spaces are clean, stocked, safe, and ready for use. • Respond to employee requests and feedback through Jira, Slack, email, or other agreed channels with empathy, accuracy, and efficiency.   Office Operations and service delivery • Oversee day-to-day office operations, including mail, shipping and receiving, office supplies, snacks, general inventory, workspace readiness, and service follow-up. • Support meeting rooms, all-hands spaces, and other bookable areas by troubleshooting calendar clashes, room readiness, AV setup, and daily reset needs. • Set up desks, provision workplace equipment, conduct office tours, and provide a memorable onboarding experience for new hires in partnership with Workplace and People teams. • Conduct site inspections and assessments to ensure building procedures, service standards, and performance measures are maintained. • Identify opportunities to improve operational standards, employee experience, efficiency, and cost effectiveness. Events, activations and food program support • Coordinate and execute on-site and remote events, including space booking, room layout, AV setup and takedown, guest greeting, catering, rentals, logistics, and post-event reset. • Manage event requests, changes, and last-minute needs calmly and efficiently while keeping stakeholders informed. • Partner with catering, F&B, events, and logistics teams to ensure event delivery, food quality, timing, and guest experience meet expectations. • Support Workplace-led employee programs, office activations, company traditions, celebrations, and JAPAC cultural initiatives. • Prepare monthly or quarterly event, program, and experience reports as required by the Workplace Manager. Site Operations • Coordinate with external vendors and building partners for cleaning, maintenance, IT support, catering, access control, and day-to-day facilities needs. • Support and ensure that JLL KPIs and savings targets are met. • Maintain strong working relationships with building management teams, including coordination of cleaning schedules, maintenance visits, access requirements, and site projects. • Assist in the implementation of Industry Best Practice operations, in accordance with JLL’s OpsAIDE and JCAP standards and processes • Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained always. Seek ways to improve operational standards and cost effectiveness • Prepares monthly and quarterly reports in a timely manner for JLL reporting to client. • Perform any ad-hoc tasks as directed by the Workplace Manager Health & Safety Management • Assist in carrying out safety procedures as requested • Maintaining site induction registers and conducting training for vendors and employees where JLL acts as principal • Ensure compliance with insurance, legal, health and safety obligations Vendor Management • Responsi