Facilities Coordinator

JLL•San Jose, CA

8d•$31 - $40•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. JLL is seeking a detail-oriented Facilities Coordinator to support the day-to-day operations of our client's facility. This role serves as a key point of contact for facility-related requests, coordinates maintenance activities, ensures quality standards are met through regular inspections, and maintains strong communication with our project management team on ongoing site projects. The ideal candidate will demonstrate strong organizational skills, customer service orientation, and the ability to manage multiple priorities in a fast-paced setting.

Requirements

High school diploma or equivalent
2-4 years of experience in facilities management, building operations, or related field
Strong organizational skills with ability to manage multiple tasks and priorities simultaneously
Excellent written and verbal communication skills with demonstrated ability to collaborate with project management teams
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Experience conducting site inspections and quality assessments
Customer service orientation with professional demeanor
Ability to work independently and collaboratively as part of a team
Basic understanding of building systems and maintenance practices
Detail-oriented with strong documentation skills
Flexibility and adaptability to handle varied responsibilities

Nice To Haves

Associate's or Bachelor's degree in Facilities Management, Business Administration, or related field
Experience with computerized maintenance management systems (CMMS)
Knowledge of health and safety regulations and building codes
Familiarity with sustainability and energy management practices
Experience coordinating with project management on facility projects
Problem-solving skills and attention to detail
Ability to read and interpret floor plans and technical drawings
Photography or documentation skills for inspection reporting

Responsibilities

Coordinate and oversee daily facility operations including maintenance, repairs, and vendor management.
Monitor building systems and equipment to ensure optimal performance and address issues proactively.
Maintain accurate records of maintenance activities, work orders, and facility documentation.
Conduct regular facility inspections to identify maintenance needs and safety concerns.
Perform routine site inspections to assess facility conditions, equipment performance, and overall site quality standards.
Document inspection findings and track corrective actions to completion.
Conduct quality checks on completed maintenance work and vendor deliverables to ensure compliance with specifications.
Identify areas for improvement and recommend preventive maintenance strategies.
Maintain comprehensive inspection logs and reporting documentation.
Serve as on-site liaison for facility projects, maintaining regular communication with our current Project Manager.
Provide timely site updates, progress reports, and coordination support for active projects.
Communicate project impacts to building occupants and coordinate access requirements.
Monitor project timelines and quality standards, escalating concerns to the Project Manager as needed.
Participate in project meetings and site walkthroughs as required.
Facilitate information flow between on-site operations and project management team.
Serve as primary liaison for facility vendors, contractors, and service providers.
Schedule and coordinate maintenance work, repairs, and service calls while minimizing disruption to operations.
Review and process vendor invoices for accuracy and compliance with service agreements.
Ensure contractors comply with building policies, safety requirements, and quality standards.
Process, prioritize, and track facility-related work orders through completion.
Communicate effectively with internal stakeholders regarding work order status and expected completion timelines.
Escalate urgent or complex issues to appropriate facility management personnel.
Maintain computerized maintenance management system (CMMS) with accurate, up-to-date information.
Coordinate space planning activities, furniture moves, and workspace reconfigurations.
Support office relocations, floor changes, and space optimization projects.
Maintain accurate floor plans, space allocation records, and furniture inventory.
Support implementation of health and safety programs and emergency preparedness plans.
Ensure compliance with building codes, safety regulations, and company policies.
Coordinate safety inspections and maintain required safety documentation.
Assist with emergency response coordination as needed.
Provide exceptional customer service to building occupants and respond promptly to facility-related inquiries.
Communicate facility updates, planned maintenance, and service disruptions effectively.
Build positive relationships with internal clients and stakeholders.
Address concerns professionally and work toward timely resolution.
Perform any other duties within reason as assigned by management to support facility operations and client needs. This may include special projects, administrative support, and ad-hoc tasks that contribute to the overall success of the facility management team.