Facilities Coordinator

JLL•Redwood City, CA

1d•Onsite

About The Position

As a Site Operations Coordinator at JLL, you'll provide essential administrative and operational support to the site management team. This role ensures smooth day-to-day facilities operations serving as a key liaison between clients, vendors, and internal stakeholders. Schedule: Monday through Friday 8am-5pm some (OT required)

Requirements

2+ years of experience in facilities coordination, operational support, or similar role in a Corporate Real Estate environment
Strong organizational skills and attention to detail with ability to multi-task
Proficiency in Microsoft Office suite, particularly Excel and Outlook
Proficiency in Google Workspace Apps, particularly Sheets, Mail, and other core applications
Excellent written and verbal communication skills
Ability to prioritize tasks, manage time effectively, and work both independently and as part of a team
Excellent understanding of customer service principles
Ability to work onsite full time with flexibility for travel between client locations
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Bachelor's degree in related field(s) or related discipline(s)
Experience in a facilities management or property management environment
Knowledge of construction or commercial real estate industry
Familiarity with vendor management concepts
Experience in facilities or property management environment
Experience in building operations and maintenance
Experience with data entry and CMMS management
Understanding of health and safety practices in a workplace setting
Strong interpersonal skills with ability to interact with executive level internal and external clients

Responsibilities

Schedule and coordinate vendor activities and site inspections
Manage site work orders for Facilities and MAC
Coordinating site meetings and helping to prepare relevant set ups and materials
Helping to support front desk operations and greeting visitors
Assisting in snack & refreshment program execution and oversight
Liaison with regional mailroom lead to ensure smooth site operations
Maintain accurate records of vendor interactions, service requests, and site activities
Participate in safety and compliance initiatives to promote a safe working environment
Assist with budget development through collaboration with Site and Regional Facility Managers
Receive and process client requests for both operational and events needs
Participate in planning meetings with clients, facility managers, and key stakeholders
Initiate meetings to review schedules with vendors and stakeholders
Communicate issues and concerns requiring resolution to appropriate JLL leadership
Respond to routine inquiries from staff, vendors, and clients
Assist in preparation of reports on site operations and vendor performance
Track and report on key performance indicators (KPIs)
Assist with close-out activities including reports, lessons learned, and client surveys
Support the implementation of site procedures and protocols
Maintain site documentation and operational manuals