Facilities Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Job Overview:

We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our client's facilities. In this role, the facilities coordinator is responsible for assisting in the management and coordination of facility operations and maintenance activities. This includes overseeing the implementation of the Integrated Facilities Management (IFM) program, ensuring compliance with legal requirements, managing service contractors, and providing support for various facility-related tasks.

Responsibilities:

Facilities Management:

Coordinate maintenance and repair activities, liaising with contractors and service providers

Monitor building systems (HVAC, lighting, security) and report issues promptly

Oversee cleaning services and maintain cleanliness standards

Manage office supplies inventory and place orders as needed

Conduct regular facility inspections and risk assessments

Assist in implementing health and safety policies and procedures

Coordinate space planning and office moves

Mailroom Operations:

Manage incoming and outgoing mail, including sorting, distributing, and dispatching

Operate and maintain mailroom equipment

Coordinate courier services and track packages

Maintain accurate records of mail and package deliveries

Ensure compliance with postal regulations and company policies

Event Management:

Coordinate logistics for internal and external events, including meetings, conferences, and social gatherings

Manage event spaces, including set-up and breakdown

Liaise with catering services and other vendors for event requirements

Assist with AV equipment setup and troubleshooting for presentations

Maintain an events calendar and manage bookings for meeting rooms and event spaces

General Administration:

Serve as the first point of contact for facilities-related queries and issues

Maintain accurate records and documentation for facilities, mailroom, and events activities

Prepare regular reports on facilities operations, mailroom metrics, and event activities

Assist in developing and implementing facilities policies and procedures

Support budget preparation and monitor expenses for assigned areas

Manage relationships with facilities service providers, mailroom equipment suppliers, and event vendors

Conduct periodic vendor performance reviews

Requirements:

Proven experience in facilities or property management, preferably in an integrated facilities management setting.

Familiarity with relevant legal requirements, codes, and regulations governing facility operations.

Strong communication and interpersonal skills, with the ability to effectively interact with stakeholders at all levels.

Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.

Proficiency in using computerized maintenance management systems (CMMS) and other facility management software.

Knowledge of budgeting and financial management principles within a facilities context.

Ability to work independently and as part of a team, taking initiative and demonstrating problem-solving skills.

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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