Facility Coordinator

JLL•San Diego, CA

1d•Onsite

About The Position

JLL empowers you to shape a brighter way . Our people at JLL and JLL Technologies 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. What this job involves: As a Facilities Coordinator, you'll provide comprehensive support to Site and/or Facility Managers in a Life Science high-end controlled environment. Your role encompasses operational support across maintenance and operations, accounting and finance, vendor oversight, equipment and supplies management, and occupancy services. You'll be instrumental in developing and maintaining client relationships while ensuring exceptional service levels are consistently achieved. This position requires managing complex facility operations within the stringent requirements of a Life Science environment, where precision, compliance, and safety are paramount. You'll serve as a key liaison between various stakeholders including vendors, facilities staff, finance teams, and clients to ensure seamless coordination and execution of all facility-related activities.

Requirements

Strong organizational and time management skills
Excellent customer service and communication abilities
Proficiency in managing multiple priorities simultaneously
Detail-oriented approach with accuracy in record-keeping
Ability to work effectively in controlled Life Science environments
Experience with work order management systems
Knowledge of procurement processes and purchase order management
Familiarity with vendor management and coordination
Basic understanding of facility maintenance and operations
Proficiency with standard office software and documentation systems
Strong interpersonal skills for client relationship management
Ability to work collaboratively in team environments
Problem-solving mindset with focus on continuous improvement
Adaptability to changing priorities and requirements
Professional demeanor for guest and client interactions

Nice To Haves

Previous experience in Life Science or controlled environment facilities
Background in facility management or operations coordination
Experience with KPI tracking and performance measurement
Knowledge of emergency response planning and safety protocols
Familiarity with Life Science regulatory requirements and compliance
Experience coordinating corporate events and amenities
Background in inventory management systems
Previous vendor management and procurement experience
Understanding of finance processes including accruals and invoice processing
Experience with building access control systems and security protocols

Responsibilities

Conduct daily walkthroughs to ensure clean, organized, and compliant office environments
Respond to work orders promptly while maintaining KPI compliance and exceptional customer service
Escort contractors and site visitors as necessary to accomplish site objectives and comply with site policies.
Schedule and manage repairs, maintenance, minor works, and work requests, tracking them to completion
Lead vendor procurement processes and serve as primary site contact for permitting and escorting
Initiate procurement processes for third-party vendor needs by developing and delivering purchase orders
Coordinate with Finance team to ensure timely accruals and invoice processing
Maintain accurate records and official documentation, including website updates
Oversee parts inventory management including ordering, monitoring usage, and conducting evaluations
Provide oversight support for the critical spares inventory and kitting functions for timely execution of maintenance and repair work.
Actively use CMMS to perform routine duties and provide training to others with scheduling and documentation of work.
Act as back up to the CMMS Admin, actively participating in Planning & Scheduling activities.
Update and maintain emergency response plans and after-hours emergency procedures
Conduct site inspections to ensure building procedures and performance measures are maintained
Support moves and reconfigurations as required
Manage building access passes and provide safety and security support