Facilities Co-ordinator

JLL; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

18 weeks paid maternity leave

Private Health Insurance Discounts

Employee assistance program

Novated Lease for EV cars

Career opportunities with Australia’s

Job summary

JLL is seeking a Senior Facilities Coordinator in Melbourne to be the operational heartbeat of our workplace. You’ll coordinate essential services, manage vendor relationships, and deliver an exceptional workplace experience while tracking costs and opportunities for improvement.

You’ll balance hands-on coordination with strategic thinking across HVAC, maintenance, and front‑of‑house operations, collaborating with regional experts and internal stakeholders to drive efficiency and value.

Qualifications

• Experience in facilities coordination, workplace services or property management with progression
• Strong vendor/contractor management and accountability
• Excellent organizational skills with ability to manage multiple priorities
• Proficiency with work order management systems and facilities software
• Solid understanding of building systems (HVAC, electrical, fire safety) and maintenance
• Financial acumen including budget tracking and cost control
• Strong communication across organizational levels
• Problem solving and adaptability in operational challenges
• Experience in front-of-house or reception support is a plus

Responsibilities

• Coordinate routine facilities services including cleaning, HVAC, electrical PM, fire equipment, plants, coffee/kitchen services, and maintenance activities
• Manage contractor relationships and QA programs to ensure vendor performance
• Oversee work order management and conduct audits for accuracy
• Liaise with building management on maintenance, security, and access issues
• Perform daily space defect checks to ensure optimal operations
• Build business cases for site expenditure and manage approval workflows
• Track and report cost savings and support quarterly reviews
• Direct reception and front‑of‑house operations with daily priorities and coverage
• Collaborate with security on guard requests, access control, incident reporting, and safety protocols

Skills

Facilities coordination

Vendor management

Organizational skills

FM software

Financial acumen

Communication skills

Problem solving

Reception support

Tools

Work order systems

FM software

Job description

JLL empowers you to shape a brighter way.

Our people at JLL 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 peopleand 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.

Shaping the future of real estate for a better world

At JLL, we see a Brighter Wayforward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.

We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.

JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.

What this opportunity involves:

As a Senior Facilities Coordinator at JLL, you'll be the operational heartbeat of our workplace, ensuring every element of our physical environment runs smoothly and efficiently. This role puts you at the center of day-to-day facilities operations, where you'll coordinate essential services, manage vendor relationships, and create an exceptional workplace experience for our teams. You'll work closely with contractors, building management, and internal stakeholders to maintain optimal facility performance while tracking costs and identifying opportunities for improvement. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and in this role, you'll play a vital part in creating workspaces where people can do their best work. You'll balance hands-on coordination with strategic thinking, managing everything from HVAC maintenance to front-of-house operations, while collaborating with regional experts and supporting broader team initiatives. This is an opportunity to develop your facilities management expertise in an environment that values innovation, efficiency, and continuous improvement.

An overview of the role:

• Coordinate routine facilities services including cleaning, HVAC, electrical preventative maintenance, fire equipment, indoor plants, coffee and kitchen services, and other scheduled maintenance activities
• Manage contractor relationships and execute quality assurance programs to ensure vendor performance meets established standards
• Oversee work order management processes, conducting regular audits to maintain accuracy and efficiency in service delivery
• Liaise with building management on maintenance issues, electrical systems, security protocols, base building access passes, and ad-hoc facility matters
• Perform daily space defect checks to identify issues early and ensure all equipment and spaces operate at optimum efficiency
• Build business cases for site expenditure, manage approval workflows, and elevate financial requests as required
• Track and report cost savings initiatives, maintaining detailed logs in savings trackers and supporting quarterly business review reporting
• Direct reception and front-of-house operations by setting daily priorities, providing reception coverage two days per week, and resolving escalations as they arise
• Collaborate with security teams on all related matters including guard requests, access control systems, incident reporting, and safety protocols

Sounds like you? This is what we are looking for:

• Proven experience in facilities coordination, workplace services, or property management roles with demonstrated progression of responsibility
• Strong vendor and contractor management skills with demonstrated ability to maintain quality standards and hold partners accountable
• Excellent organizational abilities with keen attention to detail and capacity to manage multiple priorities simultaneously
• Proficiency in work order management systems and facilities management software
• Solid understanding of building systems including HVAC, electrical, fire safety, and general maintenance operations
• Strong financial acumen including budget tracking, invoice processing, and cost management experience
• Exceptional communication and interpersonal skills with ability to liaise effectively across all organizational levels
• Demonstrated problem-solving capabilities and ability to respond effectively to operational challenges and ad-hoc requests
• Experience supporting front-of-house or reception operations in a corporate environment (preferred)
• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

What you can expect from us:

You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

Location:

On-site –Melbourne, VIC