Facilities Planner

What this job involves:

As a Facilities Planner in at JLL, you will be the central coordinator responsible for planning and scheduling all non-emergency maintenance activities and conference meeting requests at our client's facilities. You'll act as the critical liaison between maintenance teams and customers, ensuring that required resources are identified, planned, estimated, organized, and scheduled prior to execution for efficient utilization of maintenance resources. Your role is essential to operational efficiency, as you'll manage building automation systems, building documentation, preventive maintenance programs, and daily engineering staff tasks while ensuring applicable business information and work order data is stored and maintained to support informed business decisions. You'll work closely with the Facilities Manager and other business functions to support organizational goals, ensuring optimal coordination and timely completion of all pre-planned and corrective work across client sites while reflecting JLL's commitment to operational excellence and comprehensive facility management.

What your day-to-day will look like:

Planning and Scheduling Coordination:

• Plan and schedule all non-emergency maintenance activities and conference meeting requests for efficient facility operations.
• Create and publish weekly, monthly, and quarterly work schedules, making them available to team members and client representatives.
• Coordinate teamwork schedules to ensure most effective use of team resources and timely completion of all pre-planned and corrective work.
• Coordinate and conduct scheduling meetings with maintenance teams and customers for planning maintenance activities.
• Ensure work schedules account for downtime windows negotiated with clients where necessary for minimal operational disruption.
  
  

Relationship Management and Client Coordination:

• Assist the Facilities Manager in various duties while supporting operational goals and client satisfaction.
• Work with Maintenance Managers to assign individuals or groups as required to complete work efficiently.
• Coordinate with client representatives to understand their needs and ensure schedules align with operational requirements.
• Act as liaison between maintenance teams and customers, ensuring clear communication and expectation management.
• Confer and communicate with work order requesters for clarification and accurate planning.
  
  

Work Order Management and Execution:

• Visit job sites for work order clarification and resource assessment.
• Determine and arrange operational safety requirements for completion of work orders.
• Liaise with maintenance teams and customers to ensure required resources are identified before execution.
• Ensure work orders are properly estimated, organized, and scheduled for efficient resource utilization.
• Coordinate completion of pre-planned and corrective work with focus on timely delivery and quality.
  
  

Systems and Documentation Management:

• Manage building automation systems to support efficient facility operations and maintenance planning.
• Manage building documentation, ensuring accuracy and accessibility for maintenance activities and business decisions.
• Manage preventive maintenance program, ensuring compliance with schedules and manufacturer recommendations.
• Ensure applicable business information and work order data is stored and maintained for supporting business decisions.
• Manage daily tasks of engineering staff to maintain operational efficiency and service delivery.
  
  

Compliance and Audit Support:

• Assist in completion of building audits while ensuring compliance with regulatory requirements.
• Support compliance initiatives and documentation requirements for facility operations.
• Ensure maintenance activities meet established standards and client requirements.
• Maintain comprehensive records to support compliance verification and reporting.
• Coordinate with relevant teams to address compliance issues identified through audits.
  
  

Process Management and Optimization:

• Manage preventive maintenance program to maximize equipment life and prevent costly failures.
• Optimize use of maintenance resources through effective planning and scheduling practices.
• Support business goals through coordination with other functions and strategic planning.
• Identify opportunities for process improvements and operational efficiencies.
• Ensure maintenance activities are executed according to plan with minimal disruption to operations.
  
  

Administrative Functions and Analysis:

• Maintain comprehensive documentation of work orders, schedules, and maintenance activities.
• Analyze maintenance data to support business decisions and identify trends.
• Coordinate with multiple stakeholders to gather information and ensure accurate planning.
• Support special projects and other functions as required by manager or client.
• Provide reporting and analysis to support facility management decision-making.
  
  

Required Qualifications:

Education and Experience:

• High School Diploma or equivalent required; Associate's degree or technical training preferred.
• Prior experience in facilities planning, scheduling, or maintenance coordination.
• Demonstrated experience in work order management and resource coordination.
• Experience with building automation systems and facility management software.
  
  

Technical Skills and Knowledge:

• Strong understanding of maintenance planning and scheduling principles for facility operations.
• Proficiency with computerized maintenance management systems (CMMS) and scheduling software.
• Knowledge of building systems and equipment to effectively plan maintenance activities.
• Understanding of preventive maintenance programs and best practices for facility management.
• Familiarity with building automation systems and facility documentation management.
  
  

Professional Competencies:

• Excellent organizational and time management skills for managing multiple priorities and schedules.
• Strong communication and interpersonal skills for effective coordination with maintenance teams and clients.
• Analytical mindset with ability to interpret data and support business decision-making.
• Problem-solving skills to address scheduling conflicts and resource allocation challenges.
• Ability to work independently and collaboratively with various stakeholders.
  
  

Planning and Coordination Abilities:

• Proven ability to create and manage complex schedules across multiple sites and teams.
• Strong attention to detail for accurate work order processing and documentation.
• Ability to prioritize work based on client needs, operational requirements, and resource availability.
• Experience coordinating with multiple departments and client representatives effectively.
• Capability to adapt schedules and plans in response to changing priorities and emergencies.
  
  

Technical and Software Proficiency:

• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) for documentation and reporting.
• Experience with facility management and work order systems.
• Ability to learn and utilize building automation systems and documentation platforms.
• Comfortable with data analysis and reporting tools for business insights.
• Technical aptitude for understanding maintenance requirements and resource needs.
  
  

Preferred Qualifications:

• Bachelor's degree in Facilities Management, Business Administration, or related field.
• Professional certifications in facilities management or project management (e.g., CFM, PMP).
• Advanced proficiency with CMMS platforms and building automation systems.
• Experience in commercial or corporate facility environments.
• Knowledge of OSHA regulations and safety requirements for facility maintenance.
• Previous experience coordinating maintenance activities across multiple sites.
  
  

Location: Northborough, MA