The Facility Coordinator manages the administrative, financial, and day-to-day soft services operations for the JLL account within a strict
Good Manufacturing Practice (GMP) pharmaceutical environment. This position bridges the gap between on-site ground coordination, corporate financial compliance, and workplace safety. Working closely with the Finance Manager and the Assistant Facility Manager (AFM) / Facility Manager (FM), the candidate ensures that all facility activities strictly adhere to pharmaceutical regulatory standards and cleanroom protocols.
Key Responsibilities
- GMP Compliance & Documentation
- Regulatory Adherence: Ensure all soft services (e.g., specialized GMP cleaning, pest control, waste management) comply with current Good Manufacturing Practices (cGMP), standard operating procedures (SOPs), and data integrity principles.
- Audit Readiness: Maintain flawless documentation, logbooks, and training records to ensure continuous audit readiness for internal and regulatory inspections (e.g., FDA, HSA).
- Deviation Management: Support the AFM in identifying, documenting, and reporting any facility-related deviations, and assist in implementing Corrective and Preventive Actions (CAPA).
- Financial Administration & Account Compliance
- PO Management: Initiate, track, and manage the full lifecycle of Purchase Orders (POs) for all GMP soft services, consumable supplies, and site operational needs.
- Budget Tracking: Maintain and update the account's budget tracker to monitor expenditures, forecast monthly spend, and flag variances early to management.
- Invoice Processing: Collect, verify, and process all vendor invoices, ensuring precise matching against approved POs and timely submission to avoid payment delays.
- Cross-Functional Collaboration: Partner directly with the Finance Manager to facilitate monthly financial closings, reconcile accounts, and resolve billing discrepancies.
- Soft Services & On-Site Coordination
- Ground Operations: Act as the primary point of contact on the floor to coordinate, schedule, and oversee daily soft services, paying meticulous attention to cleanroom gowning and sanitation protocols.
- Vendor Monitoring: Supervise on-site specialized vendors, ensuring deliverables meet strict pharmaceutical Key Performance Indicators (KPIs) and Service Level Agreements (SLAs).
- Leadership Support: Work hand-in-hand with the AFM/FM to execute site strategies, manage facility checklists, and resolve operational issues on the ground immediately.
- Site Safety Champion (Supporting the AFM)
- Safety Culture: Act as the dedicated Site Safety Champion, actively driving and promoting a proactive safety culture across the plant floor for all staff and vendors.
- Hazard Identification: Assist the AFM in conducting regular site walks, hazard hunts, and safety inspections to identify and mitigate physical, operational, or contamination risks.
- EHS Compliance: Support the AFM in maintaining Environment, Health, and Safety (EHS) documentation, incident reporting, and ensuring compliance with JLL, client, and bio-safety standards.
Job Requirements & Qualifications
- Experience: Minimum 2–3 years of experience in Facilities Management within a GMP pharmaceutical, biopharma, or medical device manufacturing plant (experience on a JLL or similar MNC account is highly advantageous).
- GMP Knowledge: Solid understanding of cGMP guidelines, cleanroom protocols (ISO classes), documentation practices (ALCOA principles), and specialized facility sanitation.
- Financial Literacy: Strong proficiency in handling PO creation, processing invoices, and managing basic budget trackers / financial spreadsheets.
- Technical Skills: Advanced skills in Microsoft Excel (for tracking spend) and experience using corporate procurement/ERP software (e.g., SAP, JDE, or internal JLL systems).
- Safety Knowledge: Basic certification or demonstrable experience in workplace safety/EHS protocols (e.g., bizSAFE certification or equivalent is preferred).
- Communication: Excellent interpersonal skills with the ability to collaborate effectively with finance professionals, QA/QC teams, site management, and ground vendors.
