Facilities Coordinators / Planners / Schedulers

Jones Lang LaSalle Incorporated; Toronto; Hybrid; CAD 59,000 - 94,000; Full time

Job summary

Jones Lang LaSalle Incorporated is seeking a Facilities Coordinator/Planner/Scheduler to keep industrial facilities running smoothly. You will manage work orders in CMMS, schedule preventive maintenance, and coordinate vendors while supporting procurement and budgeting processes.

The role requires an associate degree or equivalent experience and 2–3 years of related work in facilities management or industrial settings, with strong MS Office and CMMS skills.

Qualifications

• Associate degree or equivalent experience in business administration or facilities management.
• 2–3 years administrative or coordinator experience in facilities or industrial environments.
• Strong proficiency with Excel, Word, Outlook, PowerPoint.
• Experience with CMMS or similar work order tracking systems.

Responsibilities

• Create, track, and close work orders in CMMS with accurate documentation.
• Schedule preventive maintenance, vendor services, and contractor visits.
• Serve as primary contact for service requests and communicate status updates.
• Support procurement by obtaining quotes and processing requisitions.
• Maintain facility documentation, budgets, invoices, and KPI dashboards.

Skills

Organizational skills

Communication skills

Multitasking

Education

Associate degree in Business Administration/Facilities Management or related field

Tools

Microsoft Office Suite

CMMS

SharePoint

Job description

**Facilities Coordinators / Planners / Schedulers****What this job involves:**As a Facilities Coordinator/Planner/Scheduler for our industrial client facilities, you'll be the organizational hub that keeps facility operations running smoothly through meticulous coordination, communication, and administrative support. This role is essential to maintaining seamless 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'll ensure accurate documentation in the CMMS, schedule preventive maintenance activities, support budget tracking and procurement processes, and help maintain the 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 activities comply with safety 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), 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 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* 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**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* Strong 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**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* Proficiency with SharePoint, project management tools, or data visualization platforms for reporting and collaboration**Estimated compensation for this position:**58,500.00 – 93,900.00 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.*