Facilities Coordinator

JLL; Greater London; On-site; GBP 26,000 - 34,000; Full time

Job summary

JLL is seeking a facilities support professional in Greater London to help establish operational excellence for a newly won contract. You will act as the bridge between the account team, vendors and client stakeholders to set up contract compliance, quality assurance and high-performing service delivery.

The role involves financial management across dual systems, developing operational understanding of the Corrigo CMMS platform to coordinate workflow, and building data storytelling capabilities

Responsibilities

• Raise and manage Purchase Orders (POs) in both JLL and client finance systems according to established procedures.
• Track expenditure against approved POs, ensuring budget adherence and preventing value exceedances.
• Maintain accurate financial records and support month-end reconciliation processes.
• Work with suppliers to leverage relationships to ensure FM spend-related Accounts Payable KPIs (Open POs, GRNV, and UMLV) are maintained by chasing invoices or supplier statements where necessary.
• Administer contractor email license renewals, ensuring uninterrupted access for authorized personnel.
• Manage guest WiFi access requests and maintain visitor access protocols.
• Provide general administrative support to the account team as required.
• Coordinate access and onboarding requirements for contractors and visitors.
• Log and maintain accurate records in both client and JLL health and safety platforms.
• Track and report near misses, good catches, incidents, and contractor hours worked.
• Support the site teams in maintaining compliant health and safety records across the portfolio.
• Provide administrative support to ensure smooth workflow of work orders between IFM, Engineering teams, and external vendors using the Corrigo platform.
• Monitor work order progress and ensure timely completion and closeout.
• Support the effective use of the CMMS platform across all sites, acting as champion
• Maintain data quality and integrity within the CMMS.
• Generate regular reports on key performance measures and account metrics.
• Become an account specialist with comprehensive knowledge of all performance indicators.
• Compile data to provide insights on account performance through clear data storytelling.
• Support SLA monitoring and reporting requirements.
• Monitor and analyze key performance indicators (KPIs) and service metrics, preparing comprehensive reports that provide actionable insights.
• Act as a quality champion for the account, ensuring alignment with JLL's ISO 9001 quality management standards. Take a proactive approach to all internal and external audits, coordinating preparation and documentation.
• Maintain audit-ready records across all areas of responsibility (financial, administrative, CMMS, reporting).
• Support continuous improvement initiatives and corrective action processes.
• Coordinate with the quality management team on audit schedules and requirements.
• Comply with JLL global standards and procedures once informed of the requirements.
• Coordinate cross-site activities and ensure consistency of processes.
• Build relationships with site-based teams and stakeholders.
• Report directly to the Account Director, providing regular operational updates and collaborating on account development opportunities.

Job description

What this job involves

This is an exciting opportunity to join a newly won JLL contract, playing a pivotal role in establishing operational excellence from the ground up. You will serve as a critical link between the account team, vendors, and client stakeholders, building the foundations for contract compliance, quality assurance, and high-performing service delivery. Success in this role requires establishing robust financial management across dual systems, developing operational understanding of the Corrigo CMMS platform to ensure seamless workflow coordination, and building capability in data analysis and storytelling that provides actionable insights to leadership and clients. This role offers genuine scope for professional development within facilities management and the opportunity to shape processes and standards as the account matures.

Financial Management

• Raise and manage Purchase Orders (POs) in both JLL and client finance systems according to established procedures.
• Track expenditure against approved POs, ensuring budget adherence and preventing value exceedances.
• Maintain accurate financial records and support month-end reconciliation processes.
• Work with suppliers to leverage relationships to ensure FM spend-related Accounts Payable KPIs (Open POs, GRNV, and UMLV) are maintained by chasing invoices or supplier statements where necessary.

Administrative Support

• Administer contractor email license renewals, ensuring uninterrupted access for authorized personnel.
• Manage guest WiFi access requests and maintain visitor access protocols.
• Provide general administrative support to the account team as required.
• Coordinate access and onboarding requirements for contractors and visitors.

Health and Safety Administration

• Log and maintain accurate records in both client and JLL health and safety platforms.
• Track and report near misses, good catches, incidents, and contractor hours worked.
• Support the site teams in maintaining compliant health and safety records across the portfolio.

CMMS (Computerized Maintenance Management System) Management

• Provide administrative support to ensure smooth workflow of work orders between IFM, Engineering teams, and external vendors using the Corrigo platform.
• Monitor work order progress and ensure timely completion and closeout.
• Support the effective use of the CMMS platform across all sites, acting as champion
• Maintain data quality and integrity within the CMMS.

Performance and Reporting

• Generate regular reports on key performance measures and account metrics.
• Become an account specialist with comprehensive knowledge of all performance indicators.
• Compile data to provide insights on account performance through clear data storytelling.
• Support SLA monitoring and reporting requirements.
• Monitor and analyze key performance indicators (KPIs) and service metrics, preparing comprehensive reports that provide actionable insights.

Quality Assurance and Audit Support

• Act as a quality champion for the account, ensuring alignment with JLL's ISO 9001 quality management standards. Take a proactive approach to all internal and external audits, coordinating preparation and documentation.
• Maintain audit-ready records across all areas of responsibility (financial, administrative, CMMS, reporting).
• Support continuous improvement initiatives and corrective action processes.
• Coordinate with the quality management team on audit schedules and requirements.
• Comply with JLL global standards and procedures once informed of the requirements.

Portfolio-Wide Responsibilities

• Coordinate cross-site activities and ensure consistency of processes.
• Build relationships with site-based teams and stakeholders.
• Report directly to the Account Director, providing regular operational updates and collaborating on account development opportunities.