Facilities Coordinator

About the Role

JLL is seeking a proactive and detail-oriented Facilities Coordinator to support daily facilities management operations across all client locations. This role is central to ensuring consistent, high-quality service delivery, strong vendor performance, and effective coordination between technicians, vendors, and business stakeholders across the account.

Key Responsibilities

Operations & Service Delivery

• Support daily facilities management operations across all client sites, managing business requests and feedback.
• Coordinate technician activities across all sites and monitor service delivery standards.
• Support site inspections, address operational issues and escalations, and ensure consistent service delivery.

Vendor Management

• Oversee cleaning vendor performance, conduct regular site inspections, and update inspection scores in Corrigo.
• Manage pest control vendor performance, including scheduling preventive treatments and addressing incidents promptly.
• Oversee landscaping services across all locations, coordinating maintenance schedules and site appearance standards.
• Manage the confidential waste collection vendor relationship, ensuring secure handling and compliance documentation.

Systems & Access Administration

• Process and coordinate access requests for site applications and systems, including PEV, Corrigo, and building access systems.
• Manage carpark space allocation and prepare quarterly Payment Authorization Forms (PAF) for carpark charges.

Health, Safety & Compliance

• Support health and safety activities, including document updates, incident reporting, and participation in safety inspections and WE&O assessments.
• Support documentation for internal and external audits, assist with pre-audit readiness reviews, and track closure of audit action items.

Maintenance & Projects

• Support Corrigo work orders for reactive and preventive maintenance, monitor completion rates and SLA compliance, and provide justification for overdue work orders.
• Support minor projects and alteration & addition (A&A) works, including coordinating site access, monitoring progress, and managing post-project snagging.
• Support project handover documentation, coordinate handover meetings, and ensure defects are addressed within warranty periods.

Reporting & Administration

• Support monthly operations reporting decks covering service delivery KPIs, incident summaries, vendor performance, and H&S metrics for WE&O and TOFF meetings.
• Support comprehensive inventory of storage areas and assets across all sites, including furniture and equipment tracking.
• Support communications with business units, obtaining necessary approvals for operational changes, access requests, and service changes.
• Support pantry consumables management, including monitoring stock levels and coordinating replenishment.

Other

• Support ad-hoc projects and additional responsibilities as directed by the client/manager, demonstrating flexibility and responsiveness to evolving business needs.

What We're Looking For

• Prior experience in facilities management, coordination, or a related operational role, ideally within a corporate or banking environment.
• Familiarity with CMMS/work order platforms (e.g., Corrigo) is an advantage.
• Strong vendor management and stakeholder communication skills.
• Good understanding of health and safety practices and audit processes.
• Highly organized, detail-oriented, and able to manage multiple sites and priorities simultaneously.
• A collaborative, service-oriented mindset with the flexibility to adapt to evolving business needs.