Facilities Coordinator

JLL; Chicago (IL); On-site; USD 52,000 - 75,000; Full time

Job summary

JLL in Chicago seeks a Facilities Coordinator to support client sites with daily operations, work order coordination, and vendor liaison. This role focuses on operational excellence and accurate facility records.

You will manage budgets, assist with contract administration, provide top-tier customer service, and coordinate communications among clients, vendors, and internal teams. Working hours are 8:00 AM–4:30 PM, Monday–Friday, with a strong emphasis on professionalism under pressure and

Qualifications

• Associate degree or equivalent professional experience in facilities management or related field.
• Minimum 2 years of facilities coordination or related experience.
• Strong customer service and client-focused approach.
• Proficiency with Microsoft Office, especially Excel for reporting.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Professionalism under pressure and time-sensitive situations.

Responsibilities

• Monitor and distribute CMMS/NCMMS work order assignments and preventive maintenance schedules.
• Coordinate maintenance activities, vendor access, and work authorization documentation to minimize operational disruption.
• Complete month-end reporting activities and maintain accurate facility records.
• Process purchase orders, support bid requests, and assist with service and construction contract administration.
• Serve as a primary point of contact for clients, visitors, vendors, and internal teams, ensuring timely and professional communication.
• Support budgeting activities, variance tracking, and financial reporting requirements.
• Provide administrative and meeting coordination support for facility operations and maintenance teams.

Skills

Customer service

Communication

Time management

Independent work

Education

Associate degree or equivalent in facilities management or related field

Bachelor’s degree in facilities management or related field

Tools

CMMS

Microsoft Excel (Advanced)

Job description

Facilities Coordinator – JLL

Facilities Coordinator – JLL

What this job involves:

The Facilities Coordinator provides comprehensive facility management support to ensure smooth and efficient daily operations across client sites. This role serves as a key liaison between clients, vendors, maintenance teams, and internal stakeholders while supporting operational excellence through work order coordination, reporting, contract administration, and customer service. The position plays an important role in maintaining high-performing workplace environments by managing multiple facility processes, supporting compliance activities, and contributing to JLL’s commitment to exceptional client service.

What your day-to-day will look like:

• Monitor and distribute CMMS/NCMMS work order assignments and preventive maintenance schedules
• Coordinate maintenance activities, vendor access, and work authorization documentation to minimize operational disruption
• Complete month-end reporting activities within established deadlines and maintain accurate facility records
• Process purchase orders, support bid requests, and assist with service and construction contract administration
• Serve as a primary point of contact for clients, visitors, vendors, and internal teams, ensuring timely and professional communication
• Support budgeting activities, variance tracking, and financial reporting requirements
• Provide administrative and meeting coordination support for facility operations and maintenance teams

Required Qualifications:

• Associate degree in facilities management, business administration, building operations, or a related field, or equivalent professional experience
• Minimum of 2 years of experience in facilities coordination, property administration, or a related industry role
• Strong customer service skills with a client-focused and professional approach
• Proficiency with Microsoft Office applications, including advanced Excel capabilities for reporting and data management
• Strong written, verbal, and interpersonal communication skills
• Ability to manage multiple priorities, work independently, and meet deadlines in a fast-paced environment
• Ability to maintain professionalism and sound judgment under pressure and time-sensitive situations

Preferred Qualifications:

• Bachelor’s degree in facilities management, business, or a related field
• Experience using CMMS or facility management systems for work order and maintenance tracking
• Familiarity with procurement processes, purchase orders, and contract administration
• Experience supporting budget tracking, financial reporting, or variance analysis
• Knowledge of vendor management and service contract coordination
• Familiarity with compliance reporting and facility regulatory requirements
• Experience supporting workplace operations within a corporate or commercial real estate environment

Location: Chicago, IL

Work Shift: 8:00 AM – 4:30 PM, Monday – Friday