Facilities Workplace Coordinator

JLL•Philadelphia, PA

4d•Onsite

About The Position

The Facilities Coordinator will support the day-to-day delivery of workplace and facilities services for a life sciences client, with a strong emphasis on vendor coordination, work order management, workplace services, purchase order administration, and CMMS utilization. This role helps ensure that soft services are delivered consistently, work orders are managed efficiently, vendors are coordinated effectively, and client-facing service standards are maintained across the site.

Requirements

Experience in facilities coordination, workplace services, property operations, or a related client-facing operations role.
Experience with vendor management and service coordination.
Hands-on experience using a CMMS or similar work order management platform.
Experience creating, tracking, or coordinating purchase orders and service-related records.
Strong administrative, organizational, and follow-up skills.
Strong communication and customer service skills in a fast-paced site environment.

Nice To Haves

Experience in a life sciences, laboratory, pharmaceutical, healthcare, or regulated operational environment.
Experience supporting soft services and workplace service delivery.
Familiarity with vendor invoice coordination and work order closeout processes.
Experience working across client stakeholders, vendors, and internal operations teams.
Familiarity with facilities platforms used for work orders, asset management, and vendor coordination, such as systems like SAP or comparable CMMS tools.

Responsibilities

Coordinate daily facilities and workplace services activities across the client site.
Serve as a primary contact for soft services support, including coordination of vendors and routine workplace service needs.
Create, assign, and track work orders in the site’s CMMS or other work order platform.
Monitor open work orders, follow up with vendors, and help drive timely service completion.
Support vendor management activities, including scheduling, communication, service coordination, and documentation follow-through.
Create and manage purchase orders associated with work orders, vendor services, and operational support needs.
Maintain accurate records related to work orders, vendor activity, service status, invoices, and supporting documentation.
Support invoice and work order closeout processes by helping ensure completed services are properly documented and matched to the correct records.
Escalate service delays, operational concerns, and vendor performance issues when needed.
Deliver a responsive, high-quality workplace experience for the client and site occupants.
Coordinate third-party vendors performing site services.
Ensure vendors receive clear scope details, access instructions, and service expectations.
Track vendor progress and confirm work status updates in the CMMS.
Support documentation, invoice readiness, and closeout for completed work.
Help maintain service continuity across workplace and soft service functions.