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.

Building Systems & Project Coordinator

Location: 22 Bishopsgate, London

Reporting to: Smart Buildings, Systems Performance Manager, with additional task management from Senior Project Manager

Service Partner: Fabric Contractor, M&E Contractor, Data Network Contractor and Systems Vendors

What this job involves:

22 Bishopsgate is an iconic architectural statement with intricate, cutting-edge systems that redefined how property is designed, operated, and experienced. As we continue that journey, be part of an exceptional organisation that constantly challenges industry norms and pioneers the future of commercial real estate. This is your opportunity to contribute to something truly extraordinary.

You will support the delivery of our strategic vision and execution of data insight and capital projects governance that keep 22 Bishopsgate at the pinnacle of operational excellence. Drive optimal building system performance through innovative data led decision making reporting whilst supporting transformational capital improvements that enhance our capabilities. Champion initiatives that elevate efficiency, reliability, and sustainability through engineering solutions and change projects.

Support project delivery through detailed programming , procurement to maximise resource effectiveness, and align maintenance and investment strategies with ambitious business objectives. Partner with senior leadership to revolutionise management and programme information and provide information which leads to great decisions. Provide data that supports maintenance services and project management teams as well as the broader 22 Team to underpin exceptional performance that reinforces 22 Bishopsgate's position as London's premier commercial destination.

Ensure every engineering decision and project intervention contributes is supported with data creating an environment where occupiers thrive, systems excel, and our building continues to set new standards for operational brilliance in commercial real estate

What your day to day will look like:

Planning & Execution (Data)

Task

• Take the systems innovation strategy and tech plan and work with the Smart Buildings, Systems Performance manager to bring it to reality.
• Identify data sources, check their validity and work with the supply chain to unify data into relevant and accurate data insight.

Measure

• Create effective reports and graphics from data sources to support decision making for the Engineering, Operational and Culture Teams.

Planning & Execution (Projects)

Task

• Support the Project Delivery Manager by developing and maintaining detailed project trackers for the programme, including milestones, dependencies, actions and decision points. Coordinate inputs from service partners and internal stakeholders to keep trackers current and identify blockers early.
• Ensure robust governance is in place so project status, decisions, approvals and changes are well documented and aligned to strategic direction.

Measure

• All active projects have a live tracker, complete with key milestones and dependencies, updated weekly.
• Delivery of the programme reporting cadence (agenda, minutes, action tracking and weekly lookahead), issuing actions within 48 hours and escalating overdue actions and risks to the Senior Project Manager

Budget & Financial Management

Task

• Report on project progress, highlighting achievements, upcoming milestones, and potential risks.
• Proactively identify and flag programming and cost issues against the established baseline.
• Collate and issue detailed information to procure projects and ensure they meet the requirements

Measure

• Project Forum meeting has reports issued and narrative is clear
• Technical team has accurate and detailed cost information.

Governance

Task

• Ensure Data Governance
• Maintain and support the project governance frameworks, ensuring all project documentation is correctly managed.
• Report on Licence to Alter (LtA) works to ensure occupier fit outs meet building design requirements.
• Maintain the suite of Occupier Guides for fitout and construction works, ensuring they remain current and clear and support the brand of 22 Bishopsgate

Measure

• Project Governance process is delivered with auditable records of approvals.
• A weekly report detailing the compliance status against design guides for all active LtA works is issued to relevant stakeholders.
• Complete a review of all Occupier Guides annually ad hoc updates are published in a timely manner from change approval.

Statutory Compliance and Health & Safety

Task

• Maintain organised and auditable records to demonstrate that all projects are delivered in accordance with the Construction and Design Management Regulations 2015.
• Support the Business Manager with the Health and Safety committee by preparing agendas, reports, and minutes and following up on actions
• Ensure that ad hoc safety inspections and reports are completed

Measure

• The central digital repository of all CDM documentation is maintained to be 100% complete and audit ready at all times.
• Meeting minutes and a corresponding action tracker are accurately drafted and distributed to all committee members within 48 hours of each meeting. Ensure actions are closed out in a timely manner.

Stakeholder Management

Task

• Take highly technical building performance information and produce easy to read, engaging reports for leadership, clients, and stakeholders.
• Act as a key support for the Engineering Team through coordinating the day-to-day delivery of information for internal and external stakeholders

Measure

• Support the Smart Buildings, Systems performance manager in pulling together data from the buildings technology into easy to read reports and information.
• Agreed recurring deliverables are issued on time (e.g., weekly delivery pack; monthly performance pack; ad-hoc requests triaged via an agreed prioritisation list with the Smart Systems and Building Performance Manager).

Resource Optimisation & Service Partner Leadership

Task

• Regular audits of supplier performance against specifications issued. Ensure supply chain is current and approved
• Support the contract governance process by tracking key deliverables and service level agreements.

Measure

• Project close out ensures all snagging is and captured and completed in a a timely manner.
• Reports produced in a timely manner to support meeting cadence.

Innovation & Future Planning

Task

• Identify and propose opportunities to enhance reporting through improved data visualisation and automation.
• Research and propose new software or tools that could improve the efficiency and effectiveness of the Project Management Office.

Measure

• Evidence process and outcomes of continuous improvement
• Analyse new systems and ensure they meet the requirements of the technology plan, supporting options appraisal (requirements, risks, dependencies, costs/benefits) and maintaining a simple benefits / value tracking view for agreed initiatives.

Skills & Experience

Required

• Good Basic Education.
• Experience of Data Analysis or Engineering Principles or Data Networking. Experience coordinating multiple stakeholders/suppliers to deliver agreed actions to time.
• Genuine Interest in developing a Career in Technical Services, Projects , Networks, Systems etc
• Highly organised and structured in approach to work

Desirable

• Experience in a Project Management Office (PMO) or similar project support role.
• Experience within commercial real estate or the built environment; comfortable coordinating multiple service partners and internal stakeholders to deliver technical initiatives.
• Knowledge of Construction and Design Management (CDM) Regulations 2015.
• Experience using data visualisation tools (e.g., Power BI, Tableau).
• Familiarity with Computer Aided Facilities Management (CAFM) systems.
• Working towards a project management qualification (e.g., PRINCE2, APM).

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Location:

On-site –London, GBR

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!

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