Position Overview
The Facilities Coordinator is responsible for supporting the day-to-day operations and maintenance of assigned facilities to ensure a safe, functional, and productive work environment. This role serves as a key point of contact for facility-related issues, coordinates maintenance activities, manages vendor relationships, processes financial transactions through JLLs finance systems, and helps maintain compliance with relevant standards and regulations.
Key Responsibilities
* Facility Operations Management - Coordinate routine facility operations including HVAC, electrical, plumbing, and building systems. Monitor building conditions and respond promptly to facility-related issues or emergencies. Conduct regular facility inspections to identify maintenance needs, safety hazards, or operational deficiencies. Maintain accurate records of facility operations, maintenance activities, and equipment specifications.
* Maintenance Coordination - Schedule and oversee preventive maintenance programs for building systems and equipment. Coordinate repairs and maintenance work with internal teams and external contractors. Track work orders from initiation through completion, ensuring timely resolution. Maintain inventory of facility supplies and equipment, managing procurement as needed.
* Vendor and Contractor Management - Serve as primary liaison with external vendors, contractors, and service providers. Solicit quotes, evaluate proposals, and assist with vendor selection processes. Monitor contractor performance to ensure quality standards and contract compliance. Process invoices and maintain vendor documentation in accordance with company procedures.
* Financial Management and Procurement - Raise Purchase Orders (POs) in JLLs finance platform for facility-related goods and services in accordance with procurement policies and approval hierarchies. Conduct Goods Receipts (GRs) in the finance system upon delivery of products or completion of services, ensuring accuracy and timely processing. Reconcile invoices against POs and GRs to verify proper billing and facilitate payment processing. Monitor facility budget expenditures and track costs against approved budgets. Maintain accurate financial records for all facility-related transactions and expenditures. Ensure compliance with JLLs financial controls, procurement procedures, and approval workflows.
* Space Management Support - Assist with space planning, office moves, and workspace reconfigurations. Coordinate furniture procurement, delivery, and installation. Support workspace optimization initiatives and space utilization analysis. Maintain accurate floor plans and space allocation records.
* Health and Safety Compliance - Support facility compliance with health, safety, and environmental regulations. Assist with various audits. Coordinate safety inspections and maintain required permits and certifications. Assist with emergency preparedness planning and evacuation procedures. Document and report safety incidents or regulatory compliance issues.
* Administrative Support - Maintain facility management systems and databases with current information. Prepare reports on facility performance, maintenance activities, and budget expenditures. Respond to tenant or employee inquiries regarding facility services. Support budget tracking and assist with forecasting facility-related expenses.
Required Qualifications
* Associates degree in Facilities Management, Business Administration, or related field, or equivalent combination of education and experience
* 2-3 years of experience in facilities coordination, property management, or related field
* Strong organizational skills with ability to manage multiple priorities simultaneously
* Excellent communication and interpersonal skills
* Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
* Ability to read and interpret building plans, technical manuals, and contracts
Preferred Qualifications
* Bachelors degree in Facilities Management or related discipline
* Working knowledge of building systems including HVAC, electrical, and plumbing
* Experience with computerized maintenance management systems (CMMS)
* Familiarity with OSHA regulations and building codes
* Professional certification (FMP, CFM, or similar)
* Experience in commercial real estate or corporate facilities environment
Competencies
* Problem-solving and critical thinking abilities
* Customer service orientation
* Attention to detail and accuracy
* Ability to work independently and as part of a team
* Flexibility to respond to urgent facility needs outside regular business hours
* Basic understanding of facility budgeting and financial tracking
Physical Requirements
Ability to conduct facility inspections requiring walking, standing, climbing stairs, and accessing various building areas. Occasional lifting of supplies or equipment up to 25 pounds. Ability to respond to facility emergencies as needed.
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