Facilities Coordinator in Clear Brook, VA at JLL

Date Posted: 3/14/2018

Job Snapshot

Job Description

Facility Coordinator Position Summary:

Provide administrative support to the Facility Management Team in the coordination and delivery of services through the use of tools including Computerized Maintenance Management Systems (CMMS) and client based software spend management systems.  Duties include planning and scheduling of Preventative Maintenance and repairs of both JLL technicians as well as subcontractors, PO creation, Vendor Engagement and setup, field walks, quality assurance and associated reporting.  The role will be a site based role and will provide to support to other nearby sites within the node, it will require some travel by automobile.  

Essential Functions: 

Provide general facility management support: Assist Facility Management Team with tactical planning for the regional facilities team’s goals and objectives Assist with the coordination and scheduling of maintenance activities. Act as an interface with client, visitors and guests.  Ensure appropriate follow up with customers. Seek to continuously improve processes, systems and overall client satisfaction. Coordinate & manage project services with site facilities staff and third party service providers/vendors.  Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed. Assist with receiving and dispatching of work requests to technical staff, vendors or other services providers Resolve problems associated with maintenance services. Update the Facilities budget tracker. Cross-reference equipment manufacturer’s part numbers with vendor part/item numbers. Maintain Storeroom to an “inspection ready” level at all times.Perform cycle count within store room and ensure parts are available per plan.Coordinate emergency repairs with external vendors, management, & purchasing. Create reports for the FM and maintain visual management charts dealing with: PM completion, budget performance, downtime, labor tracking, and others. Own the organizing and maintaining of purchase orders, work requests and associated files. Promote and conduct good housekeeping practices. Possibly function as floor support for absenteeism and vacation support. Ensure and drive best practices standardization across all Facilities departments at all sites Contract Administration & Risk Management: Ensure compliance to sourcing and contracting policies and procedures.Responsible for data integrity of electronic contract database and physical contract files. Oversee maintenance and enhancement of central contract database. Oversee and/or administer and maintain supplier files, certificates of insurance, contracts, amendments, letters and other documents as needed. Ensure all paper and electronic supplier records in accordance with applicable sourcing policies and procedures. Process contract documents, supplier set up requests, etc. in a timely manner.Management of the Certificate of Insurance tracking and compliance program.Maintain supplier information in all applicable databases.Coordinate and communicate to all as applicable regarding contract docs and supplier information.Process all contracting requests in a timely manner.Manage all contact documentation to insure 100% compliance.Lead contract documents audit on a routine basis. Correct areas that do not meet standards.Match completed work orders to invoices for accounts payable Working Environment: The working environment is within multiple operational warehouses supporting online retailing.  The environment is fast paced with frequent changes and can be ambiguous at times.   


 5 years of related experience in a maintenance distribution or manufacturing environment. High school diploma or equivalent. Flexibility with hours and days (the operation will potentially be running 20 hours a day, 7 days a week, including some holidays) including working overtime. Experience communicating to peers, hourly associates, and senior management regarding maintenance, inventory, and cost control. Experience developing and implementing department goals and strategies based on broader organization goals. Ability to quickly learn how to use any Company required software Excellent organizational, filing, and record keeping skills. Self-starter and a proven ability to work effectively with minimal supervision. Ability to adapt well to fast-paced environments with changing circumstances, direction, and strategy. Desire to help build a PM & material process in a dynamic, fast-growing environment. Strong analytical skills with demonstrated problem solving ability  Jones Lang LaSalle is an Equal Opportunity Employer Applicants are considered regardless of race, color, religion, creed, age, sex, pregnancy, family responsibility, national origin or ancestry, citizenship, marital status, sexual orientation, transgender status, veteran’s status, genetic information, or status as a qualified individual with a disability or any other protected characteristic in accordance with applicable law.#LI

JLL Is an Equal Opportunity Employer

JLL is committed to developing and maintaining a diverse workforce.  JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law.  The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy at

If you have questions about careers at JLL or are disabled and require further assistance in applying for a position, please contact us at careers@am.jll.com


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