Facilities Coordinator

JLL; Wellington; On-site; NZD 65,000 - 90,000; Full time

Benefits offered by this job

Great employee discounts off fitness,

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistant program

Novated Lease for EV cars

Paid time off for volunteer work

Career Opportunities with Australia's#

Premium offices

Job summary

JLL in Wellington is seeking a Facility Coordinator to oversee a broad range of workplace and facilities activities across Front of House and Back of House operations. You’ll act as a key workplace contact for employees, visitors, vendors, and service providers while supporting service delivery performance and customer experience outcomes.

You will coordinate day-to-day operations, maintenance, procurement, scheduling, and governance activities within a fast-paced corporate environment, ensuring

Qualifications

• 2–3 years’ experience in facilities coordination or related roles.
• Strong knowledge of workplace operations and safety practices.
• Experience with CMMS, booking tools and MS Office.

Responsibilities

• Coordinate day-to-day workplace and facilities operations to support business continuity and workplace experience outcomes.
• Support workplace requests, office presentation, amenities, moves, seating changes, and operational readiness activities.
• Coordinate reactive and planned maintenance activities and liaise with landlords and building management on operational matters.
• Provide responsive workplace support across front-of-house and back-of-house services.
• Coordinate mailroom, courier, workplace supplies, and general office support activities.
• Support procurement and facilities administration including purchase orders, invoicing, accruals, supplier onboarding, and quotation management.
• Maintain operational records, facilities documentation, trackers, and servicerelated administration.
• Assist with operational scheduling, vendor access coordination, and general site support activities.
• Coordinate meeting room operations, workplace scheduling, event support, and room readiness activities.
• Support meeting and event logistics including catering, room setup, AV coordination, and workplace technology support.
• Escalate workplace technology issues and support administration of workplace booking and event systems.
• Coordinate vendor activities, contractor access, and service provider scheduling across workplace and facilities operations.
• Monitor service delivery performance, follow up outstanding actions, and escalate unresolved operational issues.
• Support delivery of integrated facilities management services through effective vendor coordination, issue management, and operational support.
• Support workplace health, safety, security, environmental, and compliance activities in line with operational standards and workplace policies.
• Coordinate workplace inspections, emergency preparedness activities, access administration, and compliance documentation.
• Escalate workplace risks, incidents, hazards, and compliance concerns appropriately.
• Support operational reporting, KPI/SLA tracking, governance activities, and maintenance of service records and operational dashboards.
• Assist with audits, action tracking, reporting requirements, and onsite operational coordination.
• Provide administrative and operational support to Facilities Management leadership and regional teams.
• Support continuous improvement initiatives to enhance workplace operations, service delivery, and customer experience outcomes.
• Identify operational improvement opportunities and assist with implementation of workplace initiatives and process enhancements.
• Participate in service reviews, operational meetings, and governance discussions while supporting achievement of KPIs and service standards.

Skills

Communication

Stakeholder management

Customer service

Organizational skills

Attention to detail

Independent worker

Education

Facilities Management / Business / Property qualifications

Tools

CMMS

Workplace booking tools

Visitor management systems

Microsoft Office

Job description

Shaping the future of real estate for a better world

At JLL, we see a Brighter Wayforward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.

We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.

JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.

What This Job Involves

As a Facility Coordinator, you will be responsible for coordinating a broad range of workplace and facilities activities across Front of House and Back of House operations. This role is suited to an experienced coordinator who can operate independently within established frameworks, manage competing operational priorities, and confidently engage with stakeholders across multiple business functions.

You will act as a key workplace contact for employees, visitors, vendors, and service providers while supporting service delivery performance, workplace compliance, operational reporting, and customer experience outcomes. The role requires strong operational judgment, attention to detail, and the ability to proactively resolve day-to-day workplace issues in a fast-paced corporate environment.

What your day-to-day will look like:

Facilities Operations And Workplace Experience

• Coordinate day-to-day workplace and facilities operations to support business continuity and workplace experience outcomes.
• Support workplace requests, office presentation, amenities, moves, seating changes, and operational readiness activities.
• Coordinate reactive and planned maintenance activities and liaise with landlords and building management on operational matters.
• Provide responsive workplace support across front-of-house and back-of-house services.

Mailroom, Administration and Operational Support

• Coordinate mailroom, courier, workplace supplies, and general office support activities.
• Support procurement and facilities administration including purchase orders, invoicing, accruals, supplier onboarding, and quotation management.
• Maintain operational records, facilities documentation, trackers, and servicerelated administration.
• Assist with operational scheduling, vendor access coordination, and general site support activities.

Meetings, Events and Workplace Technology

• Coordinate meeting room operations, workplace scheduling, event support, and room readiness activities.
• Support meeting and event logistics including catering, room setup, AV coordination, and workplace technology support.
• Escalate workplace technology issues and support administration of workplace booking and event systems.

Vendor Coordination and IFM Service Delivery Support

• Coordinate vendor activities, contractor access, and service provider scheduling across workplace and facilities operations.
• Monitor service delivery performance, follow up outstanding actions, and **escalate unresolved operational issues.**
• Support delivery of integrated facilities management services through effective vendor coordination, issue management, and operational support.

Safety, Security and Compliance

• Support workplace health, safety, security, environmental, and compliance activities in line with operational standards and workplace policies.
• Coordinate workplace inspections, emergency preparedness activities, access administration, and compliance documentation.
• Escalate workplace risks, incidents, hazards, and compliance concerns appropriately.

Operational Reporting and Site Support

• Support operational reporting, KPI/SLA tracking, governance activities, and maintenance of service records and operational dashboards.
• Assist with audits, action tracking, reporting requirements, and onsite operational coordination.
• Provide administrative and operational support to Facilities Management leadership and regional teams.

Operational Performance and Continuous Improvement

• Support continuous improvement initiatives to enhance workplace operations, service delivery, and customer experience outcomes.
• Identify operational improvement opportunities and assist with implementation of workplace initiatives and process enhancements.
• Participate in service reviews, operational meetings, and governance discussions while supporting achievement of KPIs and service standards.

Sound like you? To apply you need to be:

• 2–3 years’ experience in facilities coordination, workplace experience, hospitality, reception, or corporate office operations.
• Strong understanding of workplace operations, building services, vendor coordination, and workplace health and safety practices.
• Proven ability to manage competing priorities and resolve operational issues in a fast-paced, service-driven environment.
• Strong communication, stakeholder engagement, and customer service skills.
• Highly organised with strong attention to detail, sound judgement, and the ability to work independently.
• Experience using CMMS platforms, workplace booking tools, visitor management systems, and Microsoft Office applications.
• Relevant qualifications in Facilities Management, Business, Property, Hospitality, or related disciplines are advantageous.

Benefits:

• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Paid time off for volunteer work
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

What you can expect from us:

You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.