Facilities Coordinator

Facilities Coordinator – JLL

What this job involves:

The Facilities Coordinator plays a vital role in supporting the seamless operation of a high-end Life Science facility by partnering with Site and Facility Managers to deliver exceptional service in a controlled, compliance-driven environment. This position bridges operational excellence with client relationship management, ensuring that maintenance activities, vendor coordination, occupancy services, and financial processes are executed flawlessly. You will be the frontline expert maintaining the integrity of critical systems while proactively identifying opportunities for service improvement. If you thrive in fast-paced, precision-focused environments and are passionate about creating safe, efficient workplaces in the pharmaceutical or biotech space, this is your opportunity to make a direct impact on JLL's mission to shape the future of real estate.

What your day-to-day will look like:

• Respond to and manage work orders through completion, ensuring KPI compliance, excellent customer service, and minimal disruption to operations
• Schedule, coordinate, and track repairs, maintenance activities, and minor works projects, serving as the primary liaison between vendors, facilities staff, and service providers
• Initiate procurement processes by developing and delivering purchase orders for third-party vendor needs, and follow up to ensure timely billing and invoice processing
• Collaborate regularly with the Finance team to ensure accurate accruals and timely invoice processing, maintaining financial transparency and accountability
• Maintain accurate records, official documentation, emergency response plans (including evacuation procedures and after-hours emergency protocols), and update site web pages as needed
• Perform data entry tasks, compile data for weekly, monthly, and YTD reports; must manipulate data utilizing software programs, and to update and distribute reports as required.
• Primarily responsible for data entry and data management in a Computerized Maintenance Management System (CMMS) or Enterprise Asset Management (EAM) system in support of Scientific and Hard Services, as required.
• Triage all incoming work requests and appropriately assign, providing excellent customer service and serving as primary point of contact for requesters
• Support lab and facilities planning and scheduling, maintaining vendor training records and assisting in service coordination.
  
  

Required Qualifications:

• Proficiency in information technology tools and platforms including CMMS (Computerized Maintenance Management Systems), Microsoft Office Suite, and procurement/financial systems
• Excellent written and verbal communication skills with proven ability to coordinate effectively across multiple stakeholders including vendors, clients, internal teams, and service providers
• Demonstrated organizational and problem-solving skills with ability to manage multiple priorities simultaneously while maintaining attention to detail
• Self-motivated professional who can work independently with minimal supervision and remain calm and effective under pressure
• High school diploma or equivalent required
  
  

Preferred Qualifications:

• Prior facilities experience in a pharmaceutical or biotech environment with knowledge of specialized compliance and operational requirements
• Prior experience managing building operations in controlled or cleanroom environments
• Familiarity with Life Science industry standards, regulatory frameworks (FDA, GMP, etc.), and documentation requirements
• Experience coordinating moves, adds, and changes (MAC) in occupied facilities with minimal operational disruption
• Associate degree or coursework in Facilities Management, Business Administration, or related field
• Strong understanding of local occupational health and safety requirements and regulations applicable to Life Science facilities