Facilities Coordinator

Pay: $31 - $40 / hr

Schedule: Mon - Fri; day shift

Location: San Jose, CA | TikTok office

Facilities Coordinator - JLL

What this job involves:

JLL is seeking a detail-oriented Facilities Coordinator to support the day-to-day operations of our client's facility. This role serves as a key point of contact for facility-related requests, coordinates maintenance activities, ensures quality standards are met through regular inspections, and maintains strong communication with our project management team on ongoing site projects. The ideal candidate will demonstrate strong organizational skills, customer service orientation, and the ability to manage multiple priorities in a fast-paced setting.

What your day-to-day will look like:

• Facilities Operations Management:Coordinate and oversee daily facility operations including maintenance, repairs, and vendor management. Monitor building systems and equipment to ensure optimal performance and address issues proactively. Maintain accurate records of maintenance activities, work orders, and facility documentation. Conduct regular facility inspections to identify maintenance needs and safety concerns.
• Site Quality and Inspections: Perform routine site inspections to assess facility conditions, equipment performance, and overall site quality standards. Document inspection findings and track corrective actions to completion. Conduct quality checks on completed maintenance work and vendor deliverables to ensure compliance with specifications. Identify areas for improvement and recommend preventive maintenance strategies. Maintain comprehensive inspection logs and reporting documentation.
• Project Coordination and Communication: Serve as on-site liaison for facility projects, maintaining regular communication with our current Project Manager. Provide timely site updates, progress reports, and coordination support for active projects. Communicate project impacts to building occupants and coordinate access requirements. Monitor project timelines and quality standards, escalating concerns to the Project Manager as needed. Participate in project meetings and site walkthroughs as required. Facilitate information flow between on-site operations and project management team.
• Vendor and Contractor Coordination: Serve as primary liaison for facility vendors, contractors, and service providers. Schedule and coordinate maintenance work, repairs, and service calls while minimizing disruption to operations. Review and process vendor invoices for accuracy and compliance with service agreements. Ensure contractors comply with building policies, safety requirements, and quality standards.
• Work Order Management: Process, prioritize, and track facility-related work orders through completion. Communicate effectively with internal stakeholders regarding work order status and expected completion timelines. Escalate urgent or complex issues to appropriate facility management personnel. Maintain computerized maintenance management system (CMMS) with accurate, up-to-date information.
• Space and Move Coordination: Coordinate space planning activities, furniture moves, and workspace reconfigurations. Support office relocations, floor changes, and space optimization projects. Maintain accurate floor plans, space allocation records, and furniture inventory.
• Health, Safety, and Compliance: Support implementation of health and safety programs and emergency preparedness plans. Ensure compliance with building codes, safety regulations, and company policies. Coordinate safety inspections and maintain required safety documentation. Assist with emergency response coordination as needed.
• Customer Service and Communication: Provide exceptional customer service to building occupants and respond promptly to facility-related inquiries. Communicate facility updates, planned maintenance, and service disruptions effectively. Build positive relationships with internal clients and stakeholders. Address concerns professionally and work toward timely resolution.
• Additional Duties: Perform any other duties within reason as assigned by management to support facility operations and client needs. This may include special projects, administrative support, and ad-hoc tasks that contribute to the overall success of the facility management team.
  
  

Required Qualifications :

• High school diploma or equivalent
• 2-4 years of experience in facilities management, building operations, or related field
• Strong organizational skills with ability to manage multiple tasks and priorities simultaneously
• Excellent written and verbal communication skills with demonstrated ability to collaborate with project management teams
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Experience conducting site inspections and quality assessments
• Customer service orientation with professional demeanor
• Ability to work independently and collaboratively as part of a team
• Basic understanding of building systems and maintenance practices
• Detail-oriented with strong documentation skills
• Flexibility and adaptability to handle varied responsibilities
  
  

Preferred Qualifications:

• Associate's or Bachelor's degree in Facilities Management, Business Administration, or related field
• Experience with computerized maintenance management systems (CMMS)
• Knowledge of health and safety regulations and building codes
• Familiarity with sustainability and energy management practices
• Experience coordinating with project management on facility projects
• Problem-solving skills and attention to detail
• Ability to read and interpret floor plans and technical drawings
• Photography or documentation skills for inspection reporting
  
  

Physical Requirements

This position requires the ability to conduct regular site inspections and facility walkthroughs, which may involve walking extensively throughout the building, climbing stairs, accessing mechanical spaces, and occasionally lifting or moving items up to 25 pounds. Must be able to work in various environmental conditions including mechanical rooms and outdoor areas.