Facilities Coordinator

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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.

Facilities Coordinator

Role Overview

This role provides operational and administrative support to the facilities management team, ensuring the smooth day-to-day running of site operations. The position covers procurement administration, maintenance coordination, vendor management, and after-hours support, acting as a key liaison between technicians, vendors, and the Building Management Office (BMO).

Key Responsibilities

• Procurement & Financial Administration The role holder will manage the procurement process by preparing and issuing requests for quotations (RFQs), and will oversee invoice management across the purchase requisition (PR), purchase order (PO), and goods receipt (GR) cycle to ensure accurate and timely processing.
• Maintenance Coordination This position supports the daily coordination, scheduling, and follow-up of preventive and corrective maintenance activities, working closely with technicians and vendors to ensure work is completed on schedule and to required standards.
• Vendor & Team Coordination The role holder will coordinate and escort both the self-performing FM team and external vendors during on-site works, ensuring compliance with site access, safety, and operational protocols.
• Inspections & Reporting Responsibilities include assisting with daily, weekly, and monthly property inspections and compiling associated reports to support facility performance tracking and compliance.
• Help Desk & Service Level Monitoring The individual will monitor Help Desk requests, ensuring all tickets are actioned within agreed service level agreements (SLAs), escalating where necessary to maintain service quality.
• Permit & Minor Works Support This role provides administrative support in raising Electronic Permits to Work (EPTW) and assists with general minor repair works, including resetting zip taps and HADs, adjusting or extending air-conditioning requests, and coordinating cleaning requests.
• After-Hours & Project Support The role holder will provide technical and administrative support after 4:00 PM once the on-site technician departs, assist with minor project works, and act as backup for incident response during after-office hours, including weekend posting support when required.
• Stakeholder Liaison The individual will liaise with the Building Management Office (BMO) to ensure alignment on site operations, compliance matters, and facility requirements.

Qualifications & Experience

• Candidates should hold a minimum of 2 years of relevant experience in a Facilities Coordinator role or similar facilities/property management support position.
• Experience in a corporate, commercial, or mixed-use property environment is preferred, along with familiarity with procurement systems (PR/PO/GR processes) and computerized maintenance management systems (CMMS).

Key Skills & Requirements

• Strong organizational and multitasking abilities, familiarity with procurement and work order systems, basic technical understanding of building systems (HVAC, access control, cleaning operations), and the ability to work flexible hours including after-hours and weekend coverage when required.
• Good communication skills are essential for effective coordination with vendors, technicians, and building management stakeholders.

Location:

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.