Facilities Coordinator

JLL•Costa Mesa, CA

10d•Onsite

About The Position

As a Facilities Coordinator at JLL, you'll be the operational backbone ensuring seamless daily facility operations and exceptional client experiences. This dynamic role combines hands-on facility management with administrative coordination, where you'll handle everything from work order management and vendor coordination to event support and emergency response. You'll serve as a critical liaison between clients, vendors, and internal teams while maintaining operational excellence and cost efficiency. This position offers an excellent opportunity to develop comprehensive facility management expertise while making a tangible impact on workplace experiences at one of the world's leading commercial real estate services firms.

Requirements

U.S. Citizenship is mandatory for this position.
High school diploma or GED required.
Minimum 2+ years of experience in facility administration, property management, or equivalent operational roles.
Excellent communication abilities across written, verbal, and interpersonal channels with superior customer service orientation.
Proficiency in Microsoft Office Suite, particularly Excel, along with experience using CMMS/Work Order systems or similar facility management software.
Strong organizational, time management, and multitasking capabilities with demonstrated ability to maintain professionalism under pressure.
Proven data analysis skills to support KPI monitoring and operational reporting.
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Bachelor's degree strongly preferred.
Experience with ERP systems or SaaS facility management platforms beyond basic CMMS knowledge.
Background in tactical planning or project coordination within facility management environments.
Familiarity with security system administration and building access control technologies.
Previous experience supporting KPI performance targets and implementing corrective actions based on SLA monitoring.
Demonstrated ability to work independently without direct supervision while maintaining collaborative relationships with cross-functional teams.
Experience managing multiple priorities simultaneously in fast-paced environments.
Knowledge of cost reduction strategies and operational efficiency best practices in facility management.

Responsibilities

Oversee work order systems, dispatching service requests to technical staff and vendors while ensuring timely resolution.
Manage building access administration, including issuing and maintaining access cards and IDs for employees and visitors.
Coordinate vendor activities and monitor service delivery across janitorial, maintenance, and other facility services to meet SLA requirements.
Handle procurement tasks including ordering office and pantry supplies, processing invoices, and supporting budget analysis and reporting.
Prepare workstations for new employees, coordinate office moves, and support meetings and events from catering arrangements through setup and cleanup.
Monitor facility conditions continuously, schedule housekeeping activities, and participate in emergency response situations as needed.
Communicate effectively with diverse stakeholders including clients, agencies, vendors, and visitors to resolve facility-related issues and maintain high satisfaction levels.