Facilities Coordinator

JLL•Woodland, CA

3d•Onsite

About The Position

JLL empowers you to shape a brighter way. 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 – JLL What this job involves: As a Facilities Coordinator at JLL, you will serve as the primary point of contact for facility operations, playing a vital role in coordinating maintenance activities, managing service requests, and ensuring smooth day-to-day facility management. This administrative and operational position supports the facilities management team in delivering exceptional service to our clients and building occupants. Your contribution directly impacts operational efficiency and client satisfaction, positioning you as a key liaison between building users and the facilities team.

Requirements

2-4 years of experience in facilities management, property management, administrative coordination, or related customer service roles, preferably in commercial real estate environments
High school diploma or equivalent required
Proficiency with computerized maintenance management systems (CMMS) such as Corrigo, Maximo, or similar platforms
Strong Microsoft Office skills (Excel, Word, Outlook, PowerPoint) for reporting and documentation
Excellent organizational skills with ability to manage multiple priorities simultaneously and strong written and verbal communication skills
Customer service orientation with professional demeanor, attention to detail, and accuracy in record-keeping
Ability to interact effectively with diverse stakeholders including executives, building occupants, contractors, and maintenance staff

Nice To Haves

Associate or bachelor's degree in business administration, facility management, or related field
Familiarity with space management software and building automation systems
Experience with process optimization and continuous improvement initiatives
Diplomacy in handling complaints and conflict resolution
Basic understanding of building systems and facility operations terminology
Flexibility to occasionally work outside standard business hours for emergencies or special projects
Professional presentation skills and business acumen

Responsibilities

Receive, log, and track all facility service requests through computerized maintenance management systems (CMMS), prioritize requests based on urgency, assign work orders to appropriate technicians or contractors, and follow up to ensure timely completion
Maintain accurate facility documentation and records, process invoices and purchase orders for maintenance services, coordinate contractor access and security clearances, and prepare reports on facility operations and service level performance
Coordinate with external vendors and service providers, obtain quotes for maintenance and repair work, schedule contractor visits while ensuring compliance with site requirements, and track contractor performance and invoice accuracy
Serve as the liaison between building occupants and the facilities team, respond to inquiries about facility services and policies, communicate planned maintenance activities and potential disruptions, and address concerns professionally
Coordinate office moves, furniture installations, and space reconfigurations, schedule movers and coordinate logistics, update floor plans and space management systems, and ensure minimal disruption to business operations
Generate work order reports and key performance metrics, track maintenance costs and budget expenditures, maintain asset registers and equipment information, and analyze facility data to identify trends and improvement opportunities
Assist with facility inspections and audits, maintain inventory of supplies and equipment, coordinate meeting room setups and special events, and support emergency preparedness activities