JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Facilities Coordinator - Job Description
Position Overview
A combined role responsible for managing reception duties while coordinating essential facility operations at the site as the sole JLL resource supporting AVEVA operations.
Key Responsibilities
Reception Management
Serve as the primary front desk representative, greeting visitors professionally
Answer and screen incoming calls, taking accurate messages for the appropriate personnel (as applicable)
Coordinate meeting room bookings, setup, and ensure supplies are stocked
Mail Handling (As applicable)Process incoming and outgoing general mail and packages
Coordinate with courier services for deliveries and schedule regular mail pickups from the office
Maintain mail distribution logs as required
Manage mail sorting and distribution to appropriate departments/individuals
Direct IT equipment/assets and bulk materials to be handled by respective business POCs
Serve as the primary point of contact for courier agencies regarding mail pickup scheduling and coordination
Manage relationships with mail/courier service providers
Manage activation/deactivation of security access cards and oversee access card inventory
Coordinate gate passes for incoming and outgoing materials, including those for SEZ offices (as applicable)
Facilities Coordination
Act as single point of contact for facility-related issues and service requests
Enter and dispatch work orders through AVEVA's ServiceNow/Corrigo system
Coordinate with vendors for maintenance activities and monitor performance
Perform regular facility walkthroughs to identify maintenance needs
Support occupancy planning / seat allocation
Procure and manage office and pantry supplies distribution
EHS
Ensure fire evacuation routes remain clear of obstacles
Serve as fire warden alongside AVEVA employees
Support first aid response as needed
Conduct basic safety checks and report hazards
Maintain emergency contact information
Support fire drills and emergency response procedures
Track and report basic safety incidents
Building Maintenance Support
Coordinate interior maintenance activities (carpets, flooring, doors, fixtures)
Report exterior maintenance issues requiring attention
Monitor cleaning services quality and address deficiencies
Oversee pest control service scheduling and effectiveness
Waste management (As applicable)Oversee daily waste collection and removal processes
Coordinate with waste management vendors
Ensure documentation of waste management inspections as required
Support yearend and summer cleaning activities as applicable
Administrative Support
Maintain facility documentation and records including site budget.
Process invoices from service providers
Coordinate submission of statutory reports (water tests, fire safety, etc.)
Events coordination (as applicable)Support onsite events by assisting the Event Coordinator with room setup, including moving furniture as needed, and coordinating cleaning services.
Ensure conference rooms are well stocked with required materials
Ensure proper cleanup after events
Manage catering requirements for meetings when needed
Prepare monthly reports for the respective facilities.
Build strong relationships with site stakeholders, collaborating on scheduling, issue identification, and solutions.
Qualifications
2+ years experience in facilities management or administrative role
Strong organizational and multitasking abilities
Excellent communication skills
Basic understanding of facility operations and safety protocols
Proficiency in ServiceNow/Corrigo or similar CMMS platforms
Customer service orientation
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
