Facilities Coordinator

Position Overview

The Facilities Coordinator provides essential operational support for facility management activities, ensuring building systems, services, and maintenance operations run smoothly and efficiently. This role serves as a key point of contact for facility-related requests, coordinates with vendors and service providers, and supports the facilities management team in delivering high-quality workplace environments. The Facilities Coordinator helps maintain safe, functional, and well-maintained facilities that meet the needs of occupants and comply with relevant standards and regulations.

Key Responsibilities

Work Order Management and Coordination The Facilities Coordinator receives, logs, and tracks maintenance requests and work orders through the computerized maintenance management system (CMMS). This includes prioritizing requests based on urgency and impact, assigning work to appropriate internal staff or external vendors, and monitoring completion timelines. The coordinator follows up on outstanding work orders, ensures quality of completed work, and maintains accurate records of all maintenance activities. Regular communication with requestors provides status updates and confirms satisfactory resolution of issues.

Vendor and Contractor Coordination This position serves as a liaison between facility operations and external service providers including maintenance contractors, cleaning services, security personnel, and specialized vendors. The Facilities Coordinator schedules vendor site visits, ensures proper access and credentials are in place, monitors contractor work quality and adherence to safety protocols, and verifies invoice accuracy against completed work. The role involves maintaining vendor contact lists, tracking service agreements, and escalating performance issues to facilities management as needed.

Preventive Maintenance Support The Facilities Coordinator assists with scheduling and tracking preventive maintenance activities for building systems including HVAC, electrical, plumbing, fire safety, and security systems. This includes coordinating with vendors to ensure timely completion of scheduled maintenance, maintaining preventive maintenance calendars, updating equipment records, and ensuring compliance with manufacturer recommendations and regulatory requirements. The coordinator helps identify equipment approaching end of useful life and supports capital planning processes.

Space Management and Move Coordination This position supports space planning and office moves by coordinating furniture installations, office reconfigurations, and employee relocations. The Facilities Coordinator works with stakeholders to understand space requirements, schedules moving services, coordinates with IT and other support functions, and ensures minimal disruption to business operations. Responsibilities include updating floor plans, maintaining space allocation records, and supporting workspace utilization analysis.

Safety and Compliance Administration The Facilities Coordinator helps maintain facility safety programs by tracking safety inspections, maintaining safety equipment inventory, coordinating emergency drill schedules, and ensuring compliance documentation is current. This includes maintaining records for fire extinguisher inspections, elevator certifications, emergency lighting tests, and other required safety and compliance activities. The role involves supporting incident reporting processes and assisting with corrective action tracking.

Facilities Documentation and Reporting This position maintains accurate and organized facility records including equipment inventories, as-built drawings, vendor contracts, warranty information, and operations manuals. The Facilities Coordinator prepares regular reports on work order metrics, maintenance activities, vendor performance, and budget tracking. The role includes supporting budget management by tracking expenditures, processing invoices, and monitoring spending against approved budgets.

Reception and Communication The Facilities Coordinator serves as a primary contact point for facility-related inquiries from building occupants, responding to questions, providing information on policies and procedures, and ensuring excellent customer service. This includes managing the facilities help desk or email inbox, answering phone inquiries, and escalating complex issues to appropriate team members. The role involves communicating planned maintenance activities, service disruptions, and facility announcements to building occupants.

Project Support This position provides administrative support for facility improvement projects and capital initiatives. The Facilities Coordinator assists with project documentation, schedules coordination meetings, tracks project milestones, maintains project files, and communicates project status to stakeholders. The role may include supporting procurement activities, obtaining quotes, preparing purchase orders, and coordinating material deliveries.

Required Qualifications

Education: High school diploma or equivalent required. Associate degree in Business Administration, Facilities Management, or related field preferred.

Experience: 2-4 years of experience in facilities management, property management, office administration, or related customer service role. Experience with work order systems and vendor coordination preferred.

Technical Skills: Proficient in Microsoft Office suite including Outlook, Excel, and Word. Experience with computerized maintenance management systems (CMMS) such as Maximo, ServiceNow, or similar platforms preferred. Strong organizational skills with ability to manage multiple priorities and maintain detailed records. Basic understanding of building systems and facilities operations.

Core Competencies: Excellent customer service orientation with professional communication skills both written and verbal. Strong attention to detail and accuracy in record keeping and documentation. Ability to work independently and take initiative while collaborating effectively with team members. Problem-solving abilities with sound judgment for prioritizing competing demands. Flexibility to respond to urgent facility issues and changing priorities.

Preferred Qualifications

Familiarity with workplace safety regulations and building codes. Experience in corporate office environments or commercial real estate settings. Knowledge of space planning concepts and CAD software (AutoCAD, Revit) for viewing floor plans. Bilingual capabilities beneficial in diverse workplace environments. Coursework or training in facilities management, building operations, or related technical fields.

Physical Requirements

Ability to conduct facility walk-throughs and inspections requiring extended periods of walking and standing. Occasional lifting up to 25 pounds for moving equipment or materials. Ability to access all areas of facilities including mechanical rooms, rooftops, and confined spaces as needed for inspections or coordination activities.

Working Conditions

This position works primarily in an office environment with regular visits to facility areas throughout the building or campus. Standard business hours with occasional flexibility required to coordinate after-hours maintenance activities or respond to urgent facility issues. On-call availability may be required on a rotational basis to support emergency response needs.

________________________________________

To apply or for more information about this opportunity, please contact your local HR representative or visit JLL's career portal.

This job description is intended to describe the general nature and level of work being performed and is not an exhaustive list of all responsibilities, duties, and skills required. Responsibilities may change based on business needs and facility requirements.