Facilities Administrator

Jones Lang LaSalle Incorporated; Ontario; On-site; CAD 50,000 - 65,000; Full time

Job summary

A leading company in facilities management is seeking a Facilities Administrator to assist in delivering services and maintaining operations. The role involves managing administrative functions, vendor relations, and ensuring compliance with safety standards. Ideal candidates will possess strong interpersonal and communication skills, and proficiency in Microsoft Office. Join a dynamic team that values continuous improvement and client satisfaction.

Qualifications

• Strong interpersonal skills to manage diverse service providers.
• Effective written and oral communication skills.

Responsibilities

• Coordinate FM administrative functions and manage critical spare parts.
• Support mailroom operations and maintain service delivery.
• Ensure compliance with fire, health, and safety standards.

Skills

Interpersonal Skills

Communication

EHS Regulations Knowledge

Microsoft Office

Job description

Facilities Administrator (Helpdesk)

Work Dynamics

POSITION GOALS

• Assist the Soft Service Manager in delivering soft and hard services to operate and maintain the account, including technical, maintenance, asset, and vendor management.
• Develop understanding and sound working relationships with key client representatives and all key suppliers/service providers.

DUTIES AND RESPONSIBILITIES

• Coordinate FM administrative functions and manage critical spare parts for facilities management, including record-keeping and ordering.
• Support mailroom operations: receive, sort, process, and deliver mail.
• Maintain service delivery in accordance with SLA and adhere to scope of work as defined in the JLL Agreement.
• Achieve KPIs and SLA targets.
• Understand operational and technical site requirements to maintain current service agreements.
• Manage the computerized maintenance management system (CMMS).
• Oversee spare parts management, vendor safety and security induction, and storage management.
• Handle document management, PR/PO creation, invoicing, and archiving of reports.
• Assist with staff moves, minor projects, shutdowns, event setups, and venue coordination.
• Support move management and ensure health & safety compliance.
• Ensure compliance with government and statutory regulations on fire, health, and safety standards.
• Participate in company programs, audits, and community initiatives.

KEY PERFORMANCE MEASURES

• Uninterrupted site operations
• Client satisfaction
• Continuous service improvement

EMPLOYEE SPECIFICATIONS

Key Competencies

• Strong interpersonal skills to manage diverse service providers and client representatives.
• Effective written and oral communication skills.
• Ability to manage multiple complex operational tasks daily.
• Knowledge of EHS regulations.
• Proficiency in Microsoft Office.

Leadership

• Represent JLL by aligning with cultural and company standards.
• Work independently towards objectives and support colleagues.

Personal Effectiveness

• Contribute effectively to team delivery.
• Provide regular feedback and manage individual performance.

Decision Making

• Make difficult decisions, resolve problems, and seek operational improvements.

Relationship Building

• Foster open, constructive relations with all stakeholders.

Communication

• Listen effectively and communicate clearly, both verbally and in writing.

We encourage you to apply even if you don’t meet all requirements. We look forward to learning about what you bring to the team!