Facilities Coordinator in Boston, MA at JLL

Date Posted: 5/18/2018

Job Snapshot

  • Employee Type:
  • Location:
    Boston, MA
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:

Job Description

Facilities Coordinator Summary:

Provide general overall FM services including continuous monitoring of facility. Work with property managers to handle routine property management operations, including procurement of property supplies and services, issuing purchase orders, managing bid requests and service/construction contracts, and processing of accounts payable and accounts receivable.The Facility Coordinator is the client primary contact where there is not an on-site resource. As part of the Integrated Facility Management model, the Facility Coordinator will listen to the voice of the customer in order to ensure consistent service delivery. The Facility Coordinator must be a team player and work with Mobile Engineering Services, third party vendors, account team and all other necessary parties to meet all key performance indicators as set out in the master service agreement.

Job Responsibilities:

Administrative Function Assist Facility Management Team with tactical planning for the team’s goals and objectives.Provide facility specific assistance to the project management team as needed or requested. Manage and maintain small facility management tasks as assigned. Coordinate special events in support of client or JLL. Provide support for meetings and conference room reservations as needed and directed. Assist with the coordination and scheduling of maintenance activities.Contract administration and associated reporting. Managing third party COIs and landlord related issues. Coordinate and provide overall performance reporting. Establish/coordinate access into necessary service request applications as needed.Work with Utility Bill Management to ensure utility bills are being paid on time and for the appropriate property. Set up vendor meets between vendor and the ATM group to allow access into ATMs for facility services.  Operations Function Managing/coordinating service provider performance including tracking work order completion and validating invoices as needed.Ensure all site management and operations practices comply with company and client standards.Communicate/Escalate with appropriate parties (facility manager, client, service providers, MES, E&O, etc.) as needed.Work with Service Center to ensure average speed to answer (ASA) is within agreed KPI thresholds Cultivate and maintain a positive working relationship with client representatives (JLL or external) and service providers.  Performing day-to-day oversight/monitoring  of work order completion and follow-up with service provider and client. Recommend continuous quality improvement practices across the client portfolio.Work with client Finance group and the Facility Managers in entering, creating, and ordering PO numbers for capital projects. Create recurring maintenance schedules for vendors.Support the Facilities Manager with assigning tasks to MES techs, completing tasks, and contacting branches with updates. Create a weekly report to send to the Info Systems Project Management team to assist them in reviewing incidents to determine what events have occurred that may be operational losses.

Communication and Relationship Coordination: 

Provide general overall facility management services including continuous monitoring of office/facility.Act as an interface with client, visitors and guests.Ensure appropriate follow up with customers. Provide direction/information to vendors, facilities staff and service providers as required ensuring excellent coordination/execution of work within client environment with minimal disruption. Compliance Properly and effectively administer and maintain all security systems. Assist with budgetary requests, analysis and reporting. Assist with researching, analyzing and reporting budget variances. Coordinate portfolio and responsibility changes with data management team to update location service matrix as needed.Train vendors/engineers on all applicable software platforms as needed (CMMS, etc.) Any and all duties/tasks as assigned.

Knowledge, Skills & Abilities:

Associates degree in facilities management, building, business or other related field; Bachelor’s degree preferred. 2 years’ experience with Facility or Property Administration. Superior customer service skills and orientation. Ability to maintain professionalism at all times under stressful situations. Ability to plan and manage work under time constraints. Ability to multitask and work without direct supervision. Proficient in MS Office, and possess strong written, verbal and people skills. Strong organizational skills and collaborative style. Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports.


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