Facilities Coordinator

CAN ASA-Jones Lang LaSalle Real Estate Services, Inc.; Ottawa; On-site; CAD 55,000 - 65,000; Full time

Job summary

Jones Lang LaSalle in Kanata, Ottawa, ON is seeking a Facilities Coordinator to support the Facility Manager with daily operations across maintenance, vendor oversight, and client services.

You will schedule repairs, manage work orders, inspect sites, and maintain documentation while upholding safety standards and service quality for clients.

The role is on-site with standard hours; the ideal candidate has 2+ years in admin support, strong communication, and a proactive, collaborative approach.

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 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.

Responsibilities

• 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.

Skills

MS Office

Communication

Customer service

Independent work

Problem solving

Multitasking

Vendor management

CMMS familiarity

Safety awareness

Education

High school diploma or equivalent

Tools

Corrigo CMMS

IBM Maximo

ServiceNow

Job description

Kanata, ON M2H 3N5

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.

What 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 walkthroughsto ensure the office environment is clean, organized, and compliant with safety and operational standards, identifying and addressing issues proactively.
• Respond to and manage work ordersin 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 projectsto 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 assessmentsto 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 recordsfor 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 equivalentfrom an accredited institution.
• Two or more years of experience in an administrative support rolewithin 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 approachwith 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 servicessuch 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 servicesin a corporate or commercial real estate environment.
• Exposure to contract compliance, KPI reporting, and service level agreement (SLA) managementin 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.

Estimated compensation for this position:

55,000.00 – 65,000.00 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 -Kanata, ON, Ottawa, ON

Opening Type:

New Role

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.