Facilities Coordinator

JLL; Calgary; On-site; CAD 60,000 - 70,000; Full time

Job summary

JLL is seeking a Facilities Coordinator to support industrial client facilities across Calgary, Edmonton, and Sarnia. You will manage work orders, coordinate preventive maintenance, and serve as a liaison between technicians, management, and clients to keep operations running smoothly.

Ideal candidates have an associate degree or equivalent, 2–3 years of administrative experience in facilities, strong MS Office skills, CMMS experience, and excellent organization and communication.

Qualifications

• Associate degree in Business Administration, Facilities Management, or related field, or equivalent combination of education and experience.
• Minimum 2-3 years of administrative or coordinator experience in facilities management, operations, or industrial environments.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and ability to learn facility management software systems quickly.
• Experience with Computerized Maintenance Management Systems (CMMS) or similar work order tracking platforms.
• Excellent organizational skills with proven ability to manage multiple priorities, meet deadlines, and maintain accuracy in detailed work.
• Strong written and verbal communication skills with ability to interact professionally with diverse stakeholders including technicians, vendors, management, and clients.
• Understanding of basic facility operations terminology and maintenance processes to effectively coordinate activities and communicate technical information.
• Attention to detail and problem-solving mindset with ability to identify issues, propose solutions, and follow through to resolution.

Responsibilities

• Manage work order creation, tracking, and closure in the CMMS, ensuring accurate documentation and timely processing of maintenance requests
• Coordinate scheduling of preventive maintenance activities, vendor services, and contractor visits to minimize operational disruption while ensuring all required inspections occur on schedule
• Serve as primary point of contact for service requests, communicating status updates to requesters and escalating urgent issues to the Facilities Manager and technical teams
• Support procurement processes by obtaining quotes from vendors, processing purchase requisitions, tracking deliveries, and maintaining accurate records of expenditures against budget allocations
• Maintain comprehensive facility documentation including equipment records, warranty information, service agreements, compliance certificates, and inspection reports in organized filing systems
• Prepare operational reports including work order metrics, vendor performance summaries, budget variance tracking, and KPI dashboards for management review
• Coordinate safety-related documentation including permit applications, contractor safety orientations, and maintenance of required certifications for equipment and personnel
• Assist with invoice processing and approval workflows by verifying completed work, matching invoices to purchase orders, and ensuring proper coding for accurate financial tracking
• Support the Facilities Manager with meeting coordination, presentation preparation, project tracking, and administrative tasks that enable efficient facility operations

Skills

Organizational skills

Communication skills

Attention to detail

Multitasking

Education

Associate degree in Business Administration or Facilities Management

Bachelor’s degree in Business Administration or related field

Tools

CMMS

MS Office

SharePoint

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 tothrive, 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.

Facilities Coordinator

What this job involves:

As a Facilities Coordinator for ourindustrial clientfacilitiesbased in Sarnia, Edmonton or Calgary,you’llbe the organizational hub that keeps facility operations running smoothly through meticulous coordination, communication, and administrative support. This role is essential tomaintainingseamless workflows as you manage work order systems, coordinate vendor activities, track compliance requirements, and serve as a key liaison between technicians, management, and client stakeholders.You’llensureaccuratedocumentation in the CMMS, schedule preventive maintenance activities, support budgettrackingand procurement processes, and helpmaintainthe high service standards that define success in critical industrial environments. Your attention to detail and ability to juggle multiple priorities simultaneously will be crucial as you support the Facilities Manager and technical teams in delivering exceptional facility performance while ensuring all activitiescomply withsafety regulations and client requirements.

What your day-to-day will look like:

• Manage work order creation, tracking, and closure in the Computerized Maintenance Management System (CMMS), ensuringaccuratedocumentation andtimelyprocessing of maintenance requests


• Coordinate scheduling of preventive maintenance activities, vendor services, and contractor visits to minimize operational disruption while ensuring all required inspections occur on schedule


• Serve as primary point of contact for service requests, communicating status updates to requesters and escalating urgent issues to the Facilities Manager and technical teams


• Support procurement processes by obtaining quotes from vendors, processing purchase requisitions, tracking deliveries, andmaintainingaccuraterecords of expenditures against budget allocations


• Maintain comprehensive facility documentation including equipment records, warranty information, service agreements, compliance certificates, and inspection reports in organized filing systems


• Prepare operational reports including work order metrics, vendor performance summaries, budget variance tracking, and Key Performance Indicator (KPI) dashboards for management review


• Coordinate safety-related documentation including permit applications, contractor safety orientations, and maintenance of required certifications for equipment and personnel


• Assistwith invoice processing and approval workflows by verifying completed work, matching invoices topurchaseorders, and ensuring proper coding foraccuratefinancial tracking


• Support the Facilities Manager with meeting coordination, presentation preparation, project tracking, and administrative tasks that enable efficient facility operations

Required qualifications:

• Associate degree in Business Administration, Facilities Management, or related field, or equivalent combination of education and experience


• Minimum 2-3 years of administrative or coordinator experience, preferably in facilities management, operations, or industrial environments


• Strongproficiencywith Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and ability to learn facility management software systems quickly


• Experience with Computerized Maintenance Management Systems (CMMS) or similar work order tracking platforms


• Excellent organizational skills with proven ability to manage multiple priorities, meet deadlines, andmaintainaccuracy in detailed work


• Strong written and verbal communication skills with ability to interact professionally with diverse stakeholders including technicians, vendors, management, and clients


• Understanding of basic facility operations terminology and maintenance processes to effectively coordinate activities and communicate technical information


• Attention to detail and problem-solving mindset with ability toidentifyissues, propose solutions, and follow through to resolution

Preferred qualifications:

• Bachelor’s degree in Business Administration, Facilities Management, or related discipline


• Experience in oil and gas, energy, manufacturing, or other industrial sectors with exposure to critical facility operations


• Knowledge of procurement card systems and purchase order processes in corporate environments


• Familiarity with health and safety regulations, permit requirements, and compliance documentation for industrial facilities


• Background supporting Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) in client-facing service delivery roles


• Proficiencywith SharePoint, project management tools, or data visualization platforms for reporting and collaboration

Please note that our client requires that all workers/staff operating at their Sites are required to undergo drug testing (including pre-employment, reasonable cause, and post-incident and random testing) to gain and continue to have access to their Sites and equipment. Please only apply to this position if you are in agreement with this mandatory condition.

Estimated compensation for this position:

60,000.00 – 70,000.00 CAD per year

This range represents the estimated base salary and actual compensation may differ. Final base salary is determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations. Some roles and employees may be eligible for discretionary bonuses, benefits, or other compensation.

Location:

On-site – Calgary, AB, Edmonton, AB, Sarnia, ON

Opening Type:

New Role

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you’re pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page. I want to work for JLL.