Sr. Lab Equipment Coordinator

JLL•Seattle, WA

11d•$75,000 - $90,000•Onsite

About The Position

The Sr. Lab Equipment Coordinator supports the laboratory equipment lifecycle by coordinating asset induction, installation, maintenance, calibration, repair, relocation, and retirement activities. This role maintains accurate equipment and service records, coordinates vendors and stakeholders, and supports the timely completion of planned and reactive equipment services with minimal disruption to laboratory operations. The incumbent must be detail-oriented, safety-focused, and capable of managing multiple priorities while working with Client Lab Operations, EHS, Facilities, vendors, and internal JLL teams in a regulated life sciences environment.

Requirements

Minimum of 2 years of experience supporting laboratory equipment, laboratory operations, facilities operations, maintenance coordination, calibration coordination, asset management, or a related technical operations function.
Experience using a CMMS to support work order processing, service documentation, asset records, maintenance schedules, or calibration schedules.
Experience coordinating work across vendors, technical personnel, equipment owners, and internal stakeholders in a laboratory, facilities, or procedure-driven environment.
Knowledge of procedural documentation, data integrity, change management, and quality recordkeeping practices applicable to laboratory equipment and service activities.
Ability to interpret work orders, service reports, maintenance and calibration schedules, asset records, quotes, and supporting technical documentation.
Ability to identify documentation gaps, schedule risks, and process deficiencies; recommend practical improvements that support reliability, efficiency, compliance, and standardized workflows.
Ability to clearly communicate equipment service status, risks, dependencies, results, and follow-up needs to technical and nontechnical audiences.
Strong attention to detail, organization, prioritization, follow-through, and time management skills.
Ability to coordinate multiple concurrent service activities and adjust priorities in response to equipment failures, schedule changes, and laboratory operational needs.
Strong verbal and written communication skills, with the ability to prepare clear stakeholder updates, vendor instructions, calendar invitations, work order notes, and service documentation.
Safety-focused mindset when coordinating equipment services, escorting vendors, reviewing Job Hazard Analyses, and supporting work performed under site safety procedures.
Ability to work independently within established procedures while escalating safety, operational, compliance, documentation, or schedule concerns to the appropriate owner.
Proficiency with standard business productivity tools, including Microsoft 365 applications such as Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Nice To Haves

Associate degree, technical training, or an equivalent combination of education and relevant experience preferred.
Experience in laboratory, pharmaceutical, biotechnology, or regulated technical operations environments preferred.
Experience with Corrigo Enterprise or a comparable work order or asset management system preferred.
Experience developing or maintaining work instructions, workflow documentation, service records, or controlled operational documentation preferred.

Responsibilities

Perform Computerized Maintenance Management System (CMMS) asset management activities for new and existing laboratory equipment, including asset induction, location and status updates, preventive maintenance and calibration schedule implementation, physical labeling, signage application, and retirement support.
Coordinate planned and reactive maintenance, calibration, and repair activities with equipment owners, Client stakeholders, vendors, Facilities, EHS, and internal JLL teams to support timely execution and minimize disruption to laboratory operations.
Process and track equipment work orders, purchase order requests, service quotes, approvals, and related documentation in accordance with established Client and JLL workflows.
Coordinate equipment service vendors, including scheduling, site access, calendar invitations, vendor escort, internal technician support, and communication of service requirements and site expectations.
Review Job Hazard Analyses with field service personnel and coordinate required internal support for applicable safety controls, including emergency control procedures and lockout/tagout activities.
Coordinate equipment downtime and availability with Client stakeholders, communicate service status and schedule changes, and escalate risks that may affect laboratory operations or service completion dates.
For remotely monitored temperature-controlled equipment, coordinate the controlled disablement and re-enablement of alerts and monitoring functions before and after maintenance, calibration, repair, relocation, and related service activities.
Review vendor service reports and supporting documentation for accuracy and completeness; document service completion and follow up with vendors, Facilities, Client stakeholders, and other responsible parties regarding results, deficiencies, open items, and required next steps.
Monitor preventive maintenance and calibration schedules, identify potential delays or documentation gaps, and communicate risks and follow-up needs to appropriate stakeholders.
Manage the application and removal of equipment signage, including out-of-service, upcoming service, and other equipment status notifications.
Develop and maintain effective working relationships with vendor administrators, field service personnel, Client stakeholders, and internal JLL teams to support communication, coordination, and issue resolution.
Maintain standard workflows, service-coordination tools, records, templates, and work instructions to support consistent equipment lifecycle and vendor-management practices.
Identify recurring coordination, documentation, or service delivery issues; recommend practical improvements and support implementation of standardized workflows.
Track and summarize equipment service vendor performance observations against established expectations and provide documented input to support vendor performance discussions.
Any and all other duties as assigned.