Facilities Coordinator

JLL•San Jose, CA

8d•Onsite

About The Position

As a Facilities Coordinator at JLL's Milpitas, CA you'll serve as a key operational support partner for our facilities management team, ensuring seamless daily operations and compliance excellence. In this role, you'll manage critical administrative functions, oversee work order systems, coordinate purchasing and invoicing processes, and maintain cGMP compliance standards—all essential to keeping our client's facilities running efficiently. You'll act as a vital liaison between the facilities team, internal departments, and external partners while identifying opportunities for process improvements. This position offers the chance to contribute meaningfully to JLL's mission of shaping the future of real estate through world-class services and technology, while working in an environment that values your organizational expertise and attention to detail.

Requirements

High school diploma or equivalent; associate or bachelor's degree preferred
3-5 years of experience in an industrial engineering or maintenance environment
Proficiency in computer software systems, specifically SAP and Microsoft Office Suite
Demonstrated experience with computer or web-based work order management systems
Strong organizational skills with keen attention to detail and proven ability to work effectively under time constraints
Excellent time management and communication skills with ability to multitask and prioritize in a fast-paced environment

Nice To Haves

Experience working in a pharmaceutical or biotechnology facility environment
Knowledge of facilities maintenance best practices and current industry standards
Experience with cGMP compliance protocols and documentation
Familiarity with project management methodologies
Experience with energy management and sustainability initiatives
OSHA safety certification or related safety training credentials
Familiarity with Building Management Systems (BMS)
Multilingual capabilities

Responsibilities

Manage administrative operations including filing systems, Building Management System reports, and facility calendar coordination
Oversee facility work orders using the SAP system, generating comprehensive reports and maintaining spare parts inventory tracking
Coordinate purchasing processes and invoice processing for facility projects and ongoing maintenance activities
Ensure strict compliance with cGMP standards and actively participate in safety training initiatives
Support facility project activities and serve as the primary liaison between the facilities team, other departments, and external partners
Identify, recommend, and implement process improvements to enhance facilities management operations efficiency
Maintain accurate compliance documentation and records to support regulatory requirements