Facilities Coordinator

Jones Lang LaSalle Incorporated; Ottawa; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Benefits package

Wellness program

Job summary

Jones Lang LaSalle Incorporated in Ottawa, Ontario is seeking a Facilities Coordinator to support the Facility Manager with daily operations, vendor oversight and client relations. You will coordinate repairs, manage work orders, conduct site inspections, and help keep facilities safe, efficient and well maintained.

Ideal candidates have at least two years of administrative or facilities support experience, excellent communication, strong MS Office skills, and familiarity with CMMS tools to

Qualifications

• High school diploma or equivalent required.
• 2+ years of administrative or facilities support experience.
• Proficient in MS Office and familiar with CMMS platforms.

Responsibilities

• Manage work orders and coordinate repairs.
• Conduct daily site inspections and safety checks.
• Oversee vendor relationships and procurement activities.
• Support event coordination and meeting logistics.
• Maintain accurate records for maintenance and reporting.

Skills

Microsoft Office

CMMS

Customer service

Communication skills

Multitasking

Education

High school diploma or equivalent

Tools

Corrigo

IBM Maximo

ServiceNow

Job description

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 – JLLWhat this job involves: The Facilities Coordinator plays a vital role in delivering exceptional workplace experiences by supporting the Facility Manager with day-to-day operational activities across maintenance, vendor oversight, occupancy services, and client relationship management. This position is the frontline ambassador of JLL's commitment to operational excellence, ensuring that facilities are safe, efficient, and seamlessly maintained to support our clients' business objectives. You'll proactively coordinate repairs, manage work orders, conduct site inspections, and maintain strong relationships with vendors and service providers—all while fostering a culture of teamwork, performance excellence, and customer service. If you thrive in a dynamic, client-focused environment and enjoy solving problems while keeping operations running smoothly, this role offers an exciting opportunity to make a tangible impact every day.What your day-to-day will look like: Conduct daily site walkthroughs to ensure the office environment is clean, organized, and compliant with safety and operational standards, identifying and addressing issues proactively.Respond to and manage work orders in a timely manner, ensuring KPI compliance, excellent customer service, and timely resolution with minimal disruption to occupants.Schedule, coordinate, and track repairs, maintenance, and minor works projects to completion, providing clear direction to vendors, contractors, and facilities staff to ensure quality execution.Oversee vendor relationships and procurement activities, including coordinating specialized services, managing performance expectations, and ensuring adherence to contract requirements and budget parameters.Support event coordination and meeting/conference facility management, ensuring seamless execution of client events with proper setup, equipment maintenance, and logistics support.Conduct site inspections and safety assessments to ensure all building procedures, performance measures, and occupational health and safety (OHS) requirements are maintained, acting as an active participant in the Joint Health and Safety Committee (JHSC).Maintain accurate documentation and records for work orders, maintenance activities, vendor agreements, and operational reports, updating systems regularly to ensure data integrity and audit readiness.Required Qualifications: High school diploma or equivalent from an accredited institution.Two or more years of experience in an administrative support role within a professional office environment, facilities management, property management, hospitality, or related field.Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and ability to learn and utilize CMMS (Computerized Maintenance Management Systems) and other facilities management software platforms.Excellent written and spoken communication skills, with the ability to interact professionally with clients, vendors, contractors, and internal teams across all levels of the organization.Strong customer service orientation and problem-solving abilities, with a proven track record of responding to requests efficiently and resolving issues with a solutions-focused mindset.Ability to work independently with minimal supervision, managing multiple priorities simultaneously while remaining flexible and adaptable in a fast-paced, dynamic environment.Self-motivated, team-oriented, and energetic approach with exceptional soft skills, initiative, and a commitment to delivering operational excellence in a corporate setting.Preferred Qualifications: Knowledge of local occupational health and safety (OHS) requirements, including experience supporting Joint Health and Safety Committee (JHSC) activities or EHS (Environment, Health & Safety) liaison responsibilities.Basic technical understanding of building systems, including computer room air-conditioning (CRAC), chiller systems, fire protection systems, and mechanical/electrical (M&E) infrastructure.Experience with vendor management for specialized facilities services such as HVAC maintenance, janitorial services, pest control, or equipment calibration.Familiarity with CMMS platforms (e.g., Corrigo, IBM Maximo, ServiceNow) or other work order management and asset tracking systems.Prior experience supporting landlord relations, office supplies management, or reception/guest services in a corporate or commercial real estate environment.Exposure to contract compliance, KPI reporting, and service level agreement (SLA) management in a client-facing facilities or property management role.Event coordination and meeting services experience, including setup, logistics, and stakeholder communication for conferences, meetings, or corporate events.Location: Onsite (specific location to be confirmed based on client site assignment)Work Shift: Standard business hours (Monday–Friday, 8:00 AM – 5:00 PM); occasional flexibility required for urgent facility issues or event support.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.