Workplace Coordinator

JLL; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Great employee discounts off fitness,

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistant program

Novated Lease for EV cars

Paid time off for volunteer work

Career Opportunities with Australia's#

Premium offices

Job summary

JLL in Melbourne is seeking a Workplace Coordinator to partner with the Workplace Manager and ensure facilities run smoothly, overseeing vendor relationships, tracking budgets, and coordinating maintenance and safety compliance.

You will work with clients, subcontractors and internal teams, produce monthly reports, manage purchase orders, and provide 24/7 emergency support with local travel as needed.

Qualifications

• Demonstrated experience in multi-tasking across operational duties and knowledge of building services/facility management best practices.
• Proficient in Word, Excel, Outlook and PowerPoint with strong verbal and written communication skills.
• Ability to work independently and in a team, driving results with attention to detail and follow-through on improvements.
• Capacity to manage multiple priorities in a fast-paced environment while maintaining confidentiality.

Responsibilities

• Foster and maintain positive relationships with clients, subcontractors, suppliers and consultants; manage service delivery per KPIs and client expectations.
• Conduct daily site inspections; coordinate subcontracted services and supervise maintenance inspections and compliance requirements.
• Raise and submit purchase orders; liaise with vendors to ensure timely invoicing and budget compliance with finance team.
• Assist Workplace Manager on integrated facilities projects; act as key contact for stakeholders and plan capital works by lifecycle replacement schedules.
• Prepare monthly reports, participate in client meetings, maintain CMMS, and provide 24/7 emergency call support with local travel as needed.

Skills

Client relationships

Multi-tasking

Communication

Microsoft Office

Teamwork

Education

Management/Business/Operations/Facilities

Job description

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 Workplace Coordinator, you'll serve as a vital partner to the Workplace Manager, keeping our client's facilities running smoothly through hands-on coordination of accounting, finance, maintenance operations, vendor relationships, and purchasing activities. This role places you at the heart of day-to-day operations, where you'll manage vendor performance, oversee project coordination, track budgets, and ensure our facilities meet the highest standards of safety and functionality. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and this position offers you the opportunity to make a tangible impact on workplace excellence. You'll collaborate closely with clients, subcontractors, and internal teams while providing administrative support that keeps operations seamless. We believe the most effective teams are built when everyone is empowered to thrive, and in this role, you'll develop skills across facilities management, financial operations, and stakeholder relations that will strengthen and advance your career.

An overview of the role:

• Foster and maintain positive working relationships with clients, subcontractors, suppliers, and consultants while managing service delivery in accordance with contract KPIs and client expectations
• Conduct daily site inspections to ensure all critical infrastructure operates effectively, coordinating all subcontracted services and supervising essential maintenance inspections and statutory compliance requirements
• Raise and submit purchase orders for service calls and quoted works, following up with vendors to ensure timely invoice processing and budget compliance while working closely with the finance team
• Assist the Workplace Manager on integrated facility management projects, serving as the key point of contact for project stakeholders and performing capital planning based on lifecycle replacement schedules
• Prepare monthly reports, participate in client meetings, maintain computerized maintenance management systems, and provide 24/7 emergency call support with flexibility to travel locally to conduct facility inspections

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

• Demonstrated experience in multi-tasking various operational duties and knowledge of building services and facility management best practices
• Proficient in desktop applications including Word, Excel, Outlook, and PowerPoint with strong verbal and written communication skills to present information clearly to diverse audiences
• Proven ability to work well independently and as part of a team, demonstrating accountability for driving results, attention to detail, and persistence to follow through on improvement initiatives
• Ability to organize time effectively, cope with job demands under pressure, manage multiple priorities in a fast-paced environment, and maintain complete confidentiality
• Formal tertiary qualifications in Management, Business, Operations/Project Management, Building/Facilities Management, or related discipline with experience in integrated services and property models (preferred)

Benefits:

• 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
• Paid time off for volunteer work
• 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.