Facility Coordinator

JLL•Philadelphia, PA

5d•Onsite

About The Position

The Facility Coordinator serves as the operational and administrative backbone for JLL’s operations and maintenance program supporting GSA’s Philadelphia Center City portfolio. Based at the William Green Federal Building / James A. Byrne Federal Courthouse complex, this role supports operations across four federal facilities by managing work order systems, preventive maintenance tracking, asset documentation, financial processing, and client invoicing activities. The Facility Coordinator plays a key role in ensuring operational efficiency, data integrity, compliance with GSA requirements, and high-quality customer service while supporting day-to-day facility operations and performance objectives.

Requirements

High school diploma or equivalent required
Experience supporting facilities operations, maintenance coordination, administrative operations, or CMMS/ticketing system management.
Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.
Experience processing invoices, purchase orders, or financial documentation with strong attention to detail and accuracy.
Strong organizational, time management, and multitasking skills with the ability to manage competing priorities in a fast-paced environment.
Excellent written and verbal communication skills with a customer service-oriented approach.
Ability to obtain and maintain required federal security clearances and building access credentials.

Nice To Haves

Associate’s or bachelor’s degree in business administration, facilities management, or related field preferred.
Experience working within a computerized maintenance management system (CMMS) or similar work order platform.
Familiarity with preventive maintenance programs, asset tracking, and facilities operations terminology.
Previous experience supporting government, commercial real estate, or facilities management contracts.
Knowledge of invoice processing platforms, billing workflows, or accounts payable procedures.
Experience generating reports, tracking KPIs, and analyzing operational data trends.
Ability to coordinate effectively with vendors, technicians, management teams, and client representatives.
Familiarity with GSA environments, federal facility operations, or compliance-driven service contracts.

Responsibilities

Administer and maintain the NCMMS platform, including work order creation, tracking, quality assurance, reporting, and closeout activities across multiple facilities.
Coordinate preventive maintenance scheduling and ticket distribution while tracking completion status, overdue work, and technician follow-up to support contract performance metrics.
Maintain accurate asset inventory documentation, including equipment records, lifecycle updates, warranty information, and maintenance history.
Process vendor invoices, purchase orders, and billing documentation while ensuring accuracy, compliance with contract requirements, and timely payment processing.
Prepare and submit client invoicing documentation through required GSA billing platforms, including fixed-price services, reimbursable work, and supporting documentation.
Serve as a primary point of contact for tenant service requests, providing status updates, coordinating dispatch activities, and ensuring proper work order documentation and completion.
Generate operational and financial reports, analyze performance data, and support management reporting, client meetings, and ongoing process improvement initiatives.