Facilities Coordinator

JLL•Kanata, ON

12d•CA$55,000 - CA$65,000•Onsite

About The Position

The Facilities Coordinator plays a vital role in delivering exceptional workplace experiences by supporting the Facility Manager with day-to-day operational activities across maintenance, vendor oversight, occupancy services, and client relationship management. This position is the frontline ambassador of JLL's commitment to operational excellence, ensuring that facilities are safe, efficient, and seamlessly maintained to support our clients' business objectives. You'll proactively coordinate repairs, manage work orders, conduct site inspections, and maintain strong relationships with vendors and service providers—all while fostering a culture of teamwork, performance excellence, and customer service. If you thrive in a dynamic, client-focused environment and enjoy solving problems while keeping operations running smoothly, this role offers an exciting opportunity to make a tangible impact every day.

Requirements

High school diploma or equivalent from an accredited institution.
Two or more years of experience in an administrative support role within a professional office environment, facilities management, property management, hospitality, or related field.
Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn and utilize CMMS (Computerized Maintenance Management Systems) and other facilities management software platforms.
Excellent written and spoken communication skills, with the ability to interact professionally with clients, vendors, contractors, and internal teams across all levels of the organization.
Strong customer service orientation and problem-solving abilities, with a proven track record of responding to requests efficiently and resolving issues with a solutions-focused mindset.
Ability to work independently with minimal supervision, managing multiple priorities simultaneously while remaining flexible and adaptable in a fast-paced, dynamic environment.
Self-motivated, team-oriented, and energetic approach with exceptional soft skills, initiative, and a commitment to delivering operational excellence in a corporate setting.

Nice To Haves

Knowledge of local occupational health and safety (OHS) requirements, including experience supporting Joint Health and Safety Committee (JHSC) activities or EHS (Environment, Health & Safety) liaison responsibilities.
Basic technical understanding of building systems, including computer room air-conditioning (CRAC), chiller systems, fire protection systems, and mechanical/electrical (M&E) infrastructure.
Experience with vendor management for specialized facilities services such as HVAC maintenance, janitorial services, pest control, or equipment calibration.
Familiarity with CMMS platforms (e.g., Corrigo, IBM Maximo, ServiceNow) or other work order management and asset tracking systems.
Prior experience supporting landlord relations, office supplies management, or reception/guest services in a corporate or commercial real estate environment.
Exposure to contract compliance, KPI reporting, and service level agreement (SLA) management in a client-facing facilities or property management role.
Event coordination and meeting services experience, including setup, logistics, and stakeholder communication for conferences, meetings, or corporate events.

Responsibilities

Conduct daily site walkthroughs to ensure the office environment is clean, organized, and compliant with safety and operational standards, identifying and addressing issues proactively.
Respond to and manage work orders in a timely manner, ensuring KPI compliance, excellent customer service, and timely resolution with minimal disruption to occupants.
Schedule, coordinate, and track repairs, maintenance, and minor works projects to completion, providing clear direction to vendors, contractors, and facilities staff to ensure quality execution.
Oversee vendor relationships and procurement activities, including coordinating specialized services, managing performance expectations, and ensuring adherence to contract requirements and budget parameters.
Support event coordination and meeting/conference facility management, ensuring seamless execution of client events with proper setup, equipment maintenance, and logistics support.
Conduct site inspections and safety assessments to ensure all building procedures, performance measures, and occupational health and safety (OHS) requirements are maintained, acting as an active participant in the Joint Health and Safety Committee (JHSC).
Maintain accurate documentation and records for work orders, maintenance activities, vendor agreements, and operational reports, updating systems regularly to ensure data integrity and audit readiness.