Facilities Coordinator

JLL; Toronto; On-site; CAD 42,000 - 66,000; Full time

Job summary

JLL is hiring a Facilities Coordinator to join the Facilities Management Team in Toronto. This client-facing role involves supporting operations in maintenance, vendor oversight, and some accounting activities to ensure service levels are met.

The position is on-site 5 days per week and requires proactive coordination with vendors, staff, and clients to deliver efficient, safe, and well-managed office environments.

Qualifications

• Experience in facilities, property management, hospitality or related field preferred.
• Knowledge of local health and safety requirements and vendor management.
• Understanding of basic property systems (AC, chiller, fire protection, mechanical & electrical).
• Proficiency with information technology tools and platforms.
• Excellent communication, organization and problem solving skills.
• Ability to work independently with limited supervision and handle stressful situations.
• Self-motivated, energetic and flexible.

Responsibilities

• Support operations in maintenance and office services.
• Respond to work orders promptly to meet KPI and provide excellent customer service.
• Schedule and manage repairs and maintenance, minor works and other requests.
• Coordinate with vendors and service providers to ensure smooth execution of work.
• Assist in procurement of vendors and services as required.
• Support events, meetings and conference facilities as needed.
• Maintain accurate records and documentation for the site and operations.
• Uphold health and safety standards and assist with emergency response planning.

Skills

Facilities management

Communication

Organization

Problem solving

Independent work

Tools

IT tools

Job description

What this job involves

JLL is hiring a Facilities Coordinator to join the Facilities Management Team at one of its prominent clients in Toronto. In this fast paced, client facing role, you will support the FMT with all operational activities in maintenance and operations including some accounting and finance, vendor oversight, equipment and supplies, occupancy services. You will proactively develop and maintain client relationships ensuring that expected service levels are achieved.

This role is on-site 5 days/week.

What your day-to-day will look like

Service Delivery

• Actively support an environment of teamwork, co-operation, performance excellence, and personal success.
• Conduct daily walkthroughs to ensure clean and organized office.
• Respond to all work orders in a timely manner, ensuring KPI compliance and excellent customer service.
• Identify opportunities for improved operation and service excellence, making recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times and the provision of a safe workplace.
• Schedule and manage repairs and maintenance, minor works and other work requests, tracking to completion.
• Provide information and direction to vendors, facilities staff and other service providers as required to ensure excellent coordination and execution of work, with minimal disruption.
• Assist in the procurement of vendors and services as required.
• Coordinate the delivery of site amenities which may include: fitness, food services, massage, transportation, support moves as required and act as the site key point of contact.
• Provide coordination and support events, meeting and conference facilities as required.
• Other duties that may include but are not limited to: reception and guest support, mail and courier services, office supplies and equipment maintenance, landlord relations and management of building access passes, safety and security support.
• Update and maintain accurate records and official documentation for the site/s including web pages where any other activities to support JLL and/or operations, including, but not limited to: moves/reconfigurations, events, reception, and building operations.
• Maintain and propose emergency response plans including evacuation, implementation of after-hours emergency response, and environmental health and safety.

Client Relationship Management

• Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.
• Deliver an exceptional quality of service, as reflected by client feedback.
• Coordinate site operations in accordance with all agreed policies, procedures and contract scope.

Required Qualifications

• Prior experience in facilities, property management, hospitality or related field preferred.
• Knowledgeable of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous.
• Understanding of basic technical aspects of property (computer room air-conditioning, chiller system, fire protection system, mechanical & electrical system) is advantageous.
• Proficiency in a range of information technology tools and platforms.
• Excellent communication, organization and problem solving skills.
• Ability to work independently with little supervision and effectively deal with stressful situations.
• Self-motivated; confident, energetic and flexible.