Facilities Coordinator/Administrator

JLL•Newark, DE

4d•Onsite

About The Position

JLL empowers you to shape a brighter way . Our people at JLL and JLL Technologies 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. What this job involves: You'll provide essential administrative and operational support to the site management team. Your role will focus on ensuring smooth delivery of day-to-day operations, assisting with vendor coordination, and supporting communication between various stakeholders on site. This position offers excellent exposure to facilities management while utilizing strong administrative skills in a dynamic corporate environment. Your day-to-day tasks will include: Scheduling and coordinating vendor activities and site inspections Maintaining accurate records of vendor interactions, service requests, and site activities Assisting in the preparation of basic reports on site operations and vendor performance Responding to routine inquiries from staff, vendors, and clients Supporting the implementation of site procedures and protocols Helping to organize and maintain site documentation and operational manuals Assisting in tracking and reporting on key performance indicators (KPIs) Coordinating site meetings and helping to prepare relevant materials Supporting front desk operations and greeting visitors

Requirements

0-2 years of experience in an administrative or operational support role
Strong organizational skills and attention to detail
Proficiency in Microsoft Office suite, particularly Excel and Outlook
Excellent written and verbal communication skills
Ability to prioritize tasks and manage time effectively
Basic understanding of customer service principles
Ability to work onsite full time

Nice To Haves

Experience in a facilities management or property management environment
Familiarity with vendor management concepts and coordination
Advanced Excel experience including data analysis, reporting, and spreadsheet management
Experience with purchase order creation and procurement processes
Strong administrative background with experience in document management and filing systems
Database management and data entry expertise
Basic knowledge of building operations and maintenance
Understanding of health and safety practices in a workplace setting
Exposure to scheduling and coordination software
Experience supporting executive-level administrative tasks and meeting coordination

Responsibilities

Scheduling and coordinating vendor activities and site inspections
Maintaining accurate records of vendor interactions, service requests, and site activities
Assisting in the preparation of basic reports on site operations and vendor performance
Responding to routine inquiries from staff, vendors, and clients
Supporting the implementation of site procedures and protocols
Helping to organize and maintain site documentation and operational manuals
Assisting in tracking and reporting on key performance indicators (KPIs)
Coordinating site meetings and helping to prepare relevant materials
Supporting front desk operations and greeting visitors