Facilities Coordinator

JLL•Greenwood, IN

9d•Onsite

About The Position

As a Facilities Coordinator at JLL, you will provide general overall facility management services including continuous monitoring of the office and facility to ensure seamless daily operations. You'll work closely with property managers to handle routine property management operations, including procurement of property supplies and services, issuing work orders and managing Corrigo, supporting the onsite FM and Engineering Team, managing service contracts, and processing specific accounts payable and accounts receivable. Your role is essential to maintaining operational excellence, as you'll act as an interface with clients, visitors, and guests while providing direction and information to vendors, facilities staff, and service providers to ensure excellent coordination and execution of work within the client environment with minimal disruption. You'll assist the Facility Management Team with tactical planning, coordinate special events in support of the client or JLL, provide support for meetings and conference room reservations, and properly administer all security systems. Through your organizational skills and customer service orientation, you'll ensure appropriate follow-up with customers, assist with budgetary requests and analysis, and contribute to JLL's commitment to delivering comprehensive facility management services that enhance client satisfaction and operational efficiency.

Requirements

High school graduate required.
2+ years' experience with Facility or Property Administration demonstrating practical knowledge of operations.
Experience with work order management systems, preferably Corrigo or similar CMMS platforms.
Background in customer service or client-facing roles supporting operational functions.
Proficient in MS Office (Word, Excel, Outlook, PowerPoint) for daily administrative tasks.
Must be proficient at Excel Spreadsheets and have the capability of customizing administrative reports for analysis and presentation.
Experience with work order management systems and facility management software.
Understanding of facility operations, maintenance coordination, and property management principles.
Knowledge of accounts payable and accounts receivable processing procedures.
Superior customer service skills and orientation with commitment to client satisfaction and responsiveness.
Strong written, verbal, and people skills for effective communication with diverse stakeholders.
Ability to act as professional interface with clients, visitors, and guests in all situations.
Excellent interpersonal skills for building and maintaining positive relationships with internal and external partners.
Ability to maintain professionalism at all times and under stressful situations with composure and effectiveness.
Ability to plan and manage work under time constraints while maintaining quality and accuracy.
Ability to multitask and work without direct supervision with strong self-motivation and accountability.
Strong organizational skills and collaborative style for coordinating multiple priorities effectively.
Attention to detail for accurate documentation, reporting, and administrative tasks.
Ability to identify issues and escalate appropriately to ensure timely resolution.
Flexibility to adapt to changing priorities and respond to urgent requests professionally.
Proactive approach to anticipating needs and addressing potential problems before they escalate.
Resourcefulness in finding solutions and coordinating with appropriate stakeholders.
Strong organizational skills for managing documentation, schedules, and multiple concurrent tasks.
Ability to maintain accurate records and filing systems for easy access and compliance.
Experience processing financial documentation with accuracy and attention to detail.
Capability to create customized reports and analyze data to support management decisions.

Nice To Haves

Associate's degree or coursework in Business Administration, Facilities Management, or related field.
Experience with Corrigo or other computerized maintenance management systems (CMMS).
Knowledge of security systems administration and access control management.
Background in event coordination and hospitality services.
Experience in commercial or corporate facility environments.
Familiarity with procurement processes and vendor management.

Responsibilities

Provide general overall facility management services including continuous monitoring of office and facility to ensure optimal operational conditions.
Assist Facility Management Team with tactical planning for the team's goals and objectives to support strategic priorities.
Provide facility-specific assistance to the project management team as needed or requested for successful project execution.
Manage and maintain small facility management tasks as assigned to support daily operations and client needs.
Coordinate special events in support of the client or JLL to ensure professional execution and positive experiences.
Act as an interface with the client, visitors, and guests while maintaining professional and welcoming environment.
Work with property managers to handle routine property management operations for efficient facility administration.
Manage procurement of property supplies and services to ensure adequate inventory and timely delivery.
Process specific accounts payable and accounts receivable in accordance with established procedures and timelines.
Assist with budgetary requests, analysis, and reporting to support financial planning and decision-making.
Assist with researching, analyzing, and reporting budget variances for effective cost management and accountability.
Issue work orders and manage Corrigo to ensure timely and accurate tracking of maintenance requests and completion.
Support the onsite FM and Engineering Team with administrative coordination and communication.
Manage service contracts to ensure vendor compliance and quality service delivery.
Properly and effectively administer and maintain all security systems for facility safety and access control.
Ensure appropriate follow-up with customers regarding work orders and service requests for satisfaction and resolution.
Assist with the coordination and scheduling of maintenance activities to minimize disruption and ensure timely completion.
Provide support for meetings and conference room reservations as needed and directed to facilitate business operations.
Coordinate with vendors, facilities staff, and service providers to schedule work efficiently.
Ensure work is coordinated within the client environment with minimal disruption to daily operations.
Manage calendars and schedules to optimize resource utilization and service delivery.
Provide direction and information to vendors, facilities staff, and service providers as required to ensure excellent coordination and execution of work.
Ensure appropriate follow-up with customers regarding service requests and facility needs for timely resolution.
Communicate effectively with internal teams and external partners to support operational goals.
Act as liaison between facility management team and service providers for clear expectations and accountability.
Maintain professional relationships with all stakeholders to support collaborative work environment.
Maintain comprehensive documentation of facility operations, work orders, and vendor activities for business records.
Proficiently create and customize administrative reports using Excel spreadsheets for management review and analysis.
Process accounts payable and accounts receivable documentation accurately and in accordance with procedures.
Maintain organized filing systems and documentation for easy access and retrieval.
Support special projects and perform any and all tasks and duties assigned by management.