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 JLL's finance systems, and helps maintain compliance with relevant standards and regulations.
We welcome applications from candidates at all levels of knowledge and experience in facilities management. What matters most is a genuine hunger for growth, a strong desire to gain hands-on experience within the facilities environment, and an eagerness to learn about the business. This role offers excellent opportunities for professional development and advancement for motivated individuals who are committed to building a career in facilities management.
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 JLL's 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 JLL's 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:
Preferred Qualifications:
Competencies:
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.
Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it.
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