What are the responsibilities and job description for the Facilities Administrator position at JLL?
Facilities Administrator – JLL
What this job involves:
As a Facilities Administrator at JLL, you'll serve as a key operational partner supporting the seamless delivery of facility services for our clients. This role combines administrative expertise with facilities coordination, positioning you at the center of building operations where you'll manage work orders, coordinate vendors, maintain critical documentation, and serve as a trusted point of contact for building occupants. Your organizational skills and attention to detail will directly impact facility performance, client satisfaction, and service excellence. This is an excellent opportunity for detail-oriented professionals seeking to build a career in facilities management with a global industry leader, where your contributions support world-class workplaces and drive operational efficiency.
What your day-to-day will look like:
Process and prioritize maintenance work orders through computerized maintenance management systems (CMMS), coordinating with technicians and vendors to ensure timely completion while tracking status and communicating updates to stakeholders.
Maintain comprehensive facility documentation including maintenance schedules, vendor contracts, compliance records, safety certifications, and equipment logs to support operational excellence and regulatory requirements.
Coordinate vendor relationships by scheduling services, verifying work completion, maintaining performance records, and assisting with obtaining quotes and processing service agreements.
Respond to facility-related inquiries from building occupants with professional, courteous service, addressing concerns efficiently and escalating issues appropriately to maintain positive client relationships.
Generate regular reports on maintenance activities, costs, utility consumption, and key performance indicators to support data-driven decision-making and continuous improvement initiatives.
Process invoices, track budget expenditures, and manage financial documentation to support accurate cost management and reporting.
Support health, safety, and environmental compliance efforts by maintaining required documentation, assisting with safety drills, and coordinating training sessions.
Required Qualifications:
What this job involves:
As a Facilities Administrator at JLL, you'll serve as a key operational partner supporting the seamless delivery of facility services for our clients. This role combines administrative expertise with facilities coordination, positioning you at the center of building operations where you'll manage work orders, coordinate vendors, maintain critical documentation, and serve as a trusted point of contact for building occupants. Your organizational skills and attention to detail will directly impact facility performance, client satisfaction, and service excellence. This is an excellent opportunity for detail-oriented professionals seeking to build a career in facilities management with a global industry leader, where your contributions support world-class workplaces and drive operational efficiency.
What your day-to-day will look like:
Process and prioritize maintenance work orders through computerized maintenance management systems (CMMS), coordinating with technicians and vendors to ensure timely completion while tracking status and communicating updates to stakeholders.
Maintain comprehensive facility documentation including maintenance schedules, vendor contracts, compliance records, safety certifications, and equipment logs to support operational excellence and regulatory requirements.
Coordinate vendor relationships by scheduling services, verifying work completion, maintaining performance records, and assisting with obtaining quotes and processing service agreements.
Respond to facility-related inquiries from building occupants with professional, courteous service, addressing concerns efficiently and escalating issues appropriately to maintain positive client relationships.
Generate regular reports on maintenance activities, costs, utility consumption, and key performance indicators to support data-driven decision-making and continuous improvement initiatives.
Process invoices, track budget expenditures, and manage financial documentation to support accurate cost management and reporting.
Support health, safety, and environmental compliance efforts by maintaining required documentation, assisting with safety drills, and coordinating training sessions.
Required Qualifications:
- High school diploma or equivalent (Associate's degree in Business Administration, Facilities Management, or related field preferred)
- Minimum 2 years of administrative experience in facilities management, property management, or corporate services environment
- Demonstrated proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) with strong data management capabilities
- Excellent written and verbal communication skills with proven ability to interact professionally with diverse stakeholders
- Strong organizational abilities with proven capacity to manage multiple priorities simultaneously in fast-paced environments
- Customer service orientation with professional demeanor and ability to maintain discretion with confidential information
- Experience with computerized maintenance management systems (CMMS) such as Corrigo, Maximo, ServiceNow, or similar platforms
- Working knowledge of building systems, facility operations terminology, and maintenance processes
- Familiarity with health, safety, and environmental regulations applicable to facility operations
- Experience supporting service level agreements (SLAs), tracking performance metrics, and contributing to continuous improvement initiatives
- Proficiency with SharePoint or other document management systems for organizing and maintaining facility records