Maintenance Coordinator

JLL•Franklin, MA

7d•Onsite

About The Position

JLL is seeking a detail-oriented and proactive Maintenance Coordinator to serve as the operational backbone of our facilities maintenance program. This critical role focuses on planning, scheduling, coordinating, and optimizing all preventive and planned maintenance activities across assigned properties. As our Maintenance Coordinator, you'll work closely with Chief Engineers, Facilities Managers, and vendor partners to ensure seamless execution of maintenance programs, rigorous compliance with safety protocols, and strategic alignment of maintenance schedules with operational requirements. You'll report to the Senior Facilities Manager and serve as the central coordination point for all planned maintenance activities, ensuring nothing falls through the cracks and every task is executed safely, efficiently, and on schedule.

Requirements

Associate's degree in Facilities Management, Engineering Technology, Business Administration, or related field preferred; or equivalent combination of education and experience.
Professional certifications such as CPMM (Certified Professional Maintenance Manager), CMM (Certified Maintenance Manager), or CMRP (Certified Maintenance & Reliability Professional) highly desirable.
OSHA 10 or OSHA 30 certification preferred.
Training in CMMS systems, maintenance planning, or facilities operations a plus.
3–5 years of experience in maintenance coordination, planning, or scheduling roles within facilities management or industrial operations.
Demonstrated experience managing preventive maintenance programs across multiple sites or complex facilities.
Proven track record coordinating vendor schedules, managing service contracts, and ensuring compliance with maintenance obligations.
Experience working with Chief Engineers, Facilities Managers, or maintenance supervisors in a support coordination capacity.
Hands-on experience with CMMS platforms such as Maximo, FM: Interact, Corrigo, eMaint, or similar systems.
Background in safety compliance, pre-task planning, or risk assessment for maintenance activities preferred.
Experience with change management processes or Change Advisory Board participation a plus.
Commercial real estate, healthcare, data center, or industrial facility experience strongly preferred.
Exceptional organizational skills with meticulous attention to detail and ability to manage multiple concurrent priorities without error.
Advanced proficiency in Microsoft Excel including pivot tables, formulas, data analysis, and dashboard creation for tracking and reporting.
Strong working knowledge of Microsoft Office suite including Outlook (calendar management), Word, and PowerPoint.
Expertise in CMMS platforms with ability to configure preventive maintenance schedules, generate reports, and maintain data integrity.
Solid understanding of common building systems including HVAC, electrical, plumbing, life safety, elevators, and mechanical equipment.
Knowledge of OSHA safety regulations, lockout/tagout procedures, permit requirements, and facility safety protocols.
Understanding of preventive maintenance principles, reliability-centered maintenance concepts, and maintenance optimization strategies.
Familiarity with change management frameworks and IT service management (ITSM) processes.
Strong analytical skills with ability to interpret maintenance data, identify trends, and develop actionable recommendations.
Excellent written and verbal communication skills with ability to interact effectively with diverse stakeholders including engineers, vendors, managers, and clients.
Proactive mindset with ability to anticipate problems, identify solutions, and take initiative without constant supervision.
Customer service orientation with focus on supporting engineering teams and facilities managers effectively.
Problem-solving abilities with capacity to resolve schedule conflicts, resource constraints, and coordination challenges independently.
Demonstrated ability to build effective working relationships and collaborate across multiple teams and organizations.
Ability to conduct site visits and walk facilities to verify maintenance completion and assess equipment conditions.
Comfortable working in office environments and occasional visits to mechanical spaces, rooftops, or equipment rooms.
Valid driver's license with ability to travel between assigned portfolio properties as needed (typically less than 25% travel).
Ability to work at computer workstation for extended periods managing schedules, data entry, and reporting activities.

Nice To Haves

Professional certifications such as CPMM (Certified Professional Maintenance Manager), CMM (Certified Maintenance Manager), or CMRP (Certified Maintenance & Reliability Professional) highly desirable.
OSHA 10 or OSHA 30 certification preferred.
Training in CMMS systems, maintenance planning, or facilities operations a plus.
Background in safety compliance, pre-task planning, or risk assessment for maintenance activities preferred.
Experience with change management processes or Change Advisory Board participation a plus.
Commercial real estate, healthcare, data center, or industrial facility experience strongly preferred.

Responsibilities

Develop, maintain, and optimize comprehensive annual maintenance schedules for all planned preventive maintenance (PM) activities across assigned portfolio properties.
Coordinate with Chief Engineers and Facilities Managers to align maintenance schedules with operational priorities, tenant activities, and building access requirements.
Create detailed 12-month look-ahead schedules for all vendor-performed maintenance services including HVAC, electrical, mechanical, life safety, elevators, and specialty systems.
Proactively manage maintenance calendars, ensuring optimal spacing of activities, avoiding schedule conflicts, and maximizing resource efficiency.
Track all scheduled maintenance activities through CMMS platforms, ensuring accurate work order generation, assignment, and status tracking.
Adjust schedules dynamically in response to emergency repairs, operational changes, weather conditions, or resource constraints.
Generate and distribute weekly and monthly maintenance schedules to Chief Engineers, Facilities Managers, vendors, and stakeholders.
Monitor maintenance schedule adherence and completion rates, identifying trends and implementing corrective actions for chronic delays or missed activities.
Coordinate planned outages and shutdowns for major maintenance activities, ensuring proper notification, preparation, and minimal operational disruption.
Conduct regular audits of preventive maintenance programs, evaluating frequency, scope, and effectiveness of scheduled activities.
Right-size PM schedules based on manufacturer recommendations, equipment condition, regulatory requirements, and operational feedback from engineering teams.
Identify redundant, ineffective, or unnecessary maintenance tasks and recommend schedule modifications to optimize resource allocation.
Analyze equipment performance data, maintenance history, and failure patterns to adjust PM frequencies and improve reliability.
Standardize PM procedures and checklists across portfolio properties, ensuring consistency and quality of maintenance execution.
Collaborate with Chief Engineers to develop new PM tasks for recently installed equipment or systems requiring ongoing maintenance oversight.
Track PM program metrics including completion rates, compliance percentages, cost per task, and equipment reliability improvements.
Recommend transition from reactive to predictive maintenance approaches where data and technology enable more effective strategies.
Serve as primary coordination point for all contract maintenance vendors, service providers, and specialty contractors.
Schedule and coordinate all vendor-performed maintenance activities including quarterly, semi-annual, and annual service requirements.
Maintain comprehensive vendor service calendars showing all contracted maintenance obligations for 12+ months in advance.
Verify vendor compliance with scheduled service visits, ensuring all contractual maintenance obligations are fulfilled on time.
Coordinate vendor access, building entry requirements, escorts, and facility logistics for all scheduled maintenance activities.
Review and validate vendor service reports, maintenance documentation, and work completion records for accuracy and completeness.
Track vendor performance metrics including schedule adherence, quality of work, documentation compliance, and responsiveness.
Escalate vendor performance issues or schedule conflicts to Facilities Managers and assist with resolution and corrective action planning.
Coordinate warranty-related maintenance activities, ensuring proper documentation and timely scheduling within warranty periods.
Maintain vendor contact database, service agreement summaries, and quick-reference guides for emergency vendor callout procedures.
Develop detailed pre-task plans for complex maintenance activities including scope definition, resource requirements, safety considerations, and execution steps.
Coordinate pre-task planning meetings with Chief Engineers, technicians, vendors, and stakeholders prior to major maintenance work.
Create comprehensive work packages containing procedures, safety requirements, lockout/tagout protocols, drawings, manuals, and reference materials.
Ensure all pre-task plans address permit requirements, regulatory compliance needs, environmental considerations, and operational impacts.
Verify availability of all required parts, tools, equipment, and materials before maintenance activities are scheduled.
Coordinate with procurement and warehouse teams to ensure timely delivery of parts and materials needed for planned maintenance.
Document lessons learned from completed maintenance activities and incorporate improvements into future pre-task planning processes.
Verify that all maintenance activities comply with OSHA regulations, building codes, environmental requirements, and JLL safety standards.
Ensure proper safety documentation is completed before work begins including Job Safety Analysis (JSA), lockout/tagout procedures, confined space permits, hot work permits, and fall protection plans.
Coordinate with Chief Engineers and safety personnel to conduct pre-work safety reviews for high-risk maintenance activities.
Verify that all technicians and vendors have required safety training, certifications, and personal protective equipment (PPE) before performing maintenance work.
Monitor compliance with lockout/tagout protocols, ensuring energy isolation procedures are properly implemented and documented.
Coordinate safety toolbox talks and pre-work briefings for maintenance teams performing complex or hazardous tasks.
Track and document safety observations, near-misses, and corrective actions related to maintenance activities.
Ensure all incident reports related to maintenance work are properly documented, investigated, and resolved with appropriate corrective measures.
Maintain safety compliance records, training certifications, and documentation required for regulatory inspections and internal audits.
Prepare and submit change requests to the Change Advisory Board for maintenance activities affecting critical systems, tenant operations, or building services.
Develop comprehensive change documentation including scope, impact analysis, rollback plans, communication strategies, and risk mitigation measures.
Coordinate CAB meeting attendance with Chief Engineers and Facilities Managers to present and defend change requests.
Track change request approvals, conditions, and scheduling requirements resulting from CAB decisions.
Ensure all CAB-approved changes are executed according to approved plans with proper documentation and post-implementation review.
Coordinate emergency change requests for urgent maintenance needs requiring expedited approval processes.
Maintain change management logs, ensuring complete audit trail of all maintenance-related changes across the portfolio.
Communicate CAB decisions and scheduling impacts to all relevant stakeholders including engineering teams, vendors, tenants, and property management.
Serve as primary CMMS administrator for assigned portfolio, ensuring system accuracy, data integrity, and optimal utilization.
Create, assign, track, and close preventive maintenance work orders within the CMMS platform (Maximo, FM: Interact, or similar systems).
Maintain equipment inventories, asset hierarchies, maintenance histories, and technical documentation within the CMMS.
Generate standard and custom reports from CMMS data including PM compliance, work order completion, backlog analysis, and cost tracking.
Train Chief Engineers, technicians, and vendors on proper CMMS work order documentation and completion procedures.
Audit CMMS data quality regularly, correcting errors, updating outdated information, and ensuring completeness of maintenance records.
Configure CMMS preventive maintenance schedules, recurrence patterns, task procedures, and automated work order generation rules.
Collaborate with IT and CMMS support teams to implement system improvements, integrations, and enhanced functionality.
Conduct regular audits of completed maintenance work, verifying quality, completeness, and compliance with specifications.
Review maintenance documentation for accuracy, completeness, and compliance with JLL standards and client requirements.
Perform field inspections to validate that scheduled maintenance tasks were actually performed according to procedures.
Identify documentation gaps, incomplete work orders, or quality deficiencies and work with engineering teams to resolve.
Track audit findings, corrective actions, and improvement trends over time to measure program effectiveness.
Verify that all required maintenance certifications, test reports, regulatory filings, and compliance documentation are completed and filed properly.
Conduct vendor quality audits, ensuring contract service providers meet performance standards and documentation requirements.
Prepare and distribute weekly maintenance schedule reports showing planned activities, completion status, and upcoming work.
Generate monthly maintenance metrics reports including PM completion rates, schedule compliance, backlog trends, and cost analysis.
Create dashboard visualizations showing maintenance program performance, trends, and areas requiring attention.
Provide regular status updates to Regional Facilities Manager, Facilities Managers, and Chief Engineers regarding maintenance program health.
Track maintenance KPIs including percentage of PM completion, mean time between failures (MTBF), reactive vs. planned maintenance ratios, and cost per square foot.
Analyze maintenance data to identify improvement opportunities, recurring problems, or systemic issues requiring strategic intervention.
Support budget development by providing historical maintenance cost data, activity forecasts, and resource requirement projections.
Serve as liaison between engineering teams, facilities management, vendors, tenants, property management, and client stakeholders regarding maintenance activities.
Communicate upcoming maintenance schedules, potential disruptions, and completion status to all affected parties.
Coordinate tenant notifications for maintenance activities affecting building services, requiring access to leased spaces, or causing potential disruption.
Facilitate communication between multiple vendors working on coordinated or interdependent maintenance activities.
Respond to inquiries regarding maintenance schedules, work status, and program compliance from internal and external stakeholders.
Escalate schedule conflicts, resource constraints, or program issues to Facilities Managers and Regional Facilities Manager with recommended solutions.
Identify inefficiencies, bottlenecks, or gaps in maintenance planning and coordination processes and recommend improvements.
Stay current with industry best practices, emerging technologies, and innovative approaches to maintenance management.
Benchmark maintenance program performance against industry standards and peer organizations, identifying opportunities for enhancement.
Lead or participate in continuous improvement initiatives focused on maintenance effectiveness, efficiency, and cost optimization.
Collaborate with facilities leadership to implement new tools, technologies, or methodologies that enhance maintenance coordination capabilities.