Facilities Coordinator

JLL; San Jose (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

JLL is seeking a Facilities Coordinator to support our Milpitas, CA facilities management team. You will manage administrative operations, oversee SAP-based work orders, and coordinate purchasing and invoicing for facility projects and maintenance, all while ensuring cGMP compliance and safety participation.

In this role, you will liaise with internal departments and external partners, driving process improvements and maintaining meticulous regulatory documentation to keep operations running

Qualifications

• 3–5 years of experience in an industrial engineering or maintenance environment
• Proficiency in SAP and MS Office Suite
• Experience with computer or web-based work order management systems
• Strong organizational skills with keen attention to detail and proven ability to work effectively under time constraints
• Excellent time management and communication skills with ability to multitask and prioritize in a fast-paced environment

Responsibilities

• Manage administrative operations including filing systems, Building Management System reports, and facility calendar coordination
• Oversee facility work orders using the SAP system, generating comprehensive reports and maintaining spare parts inventory tracking
• Coordinate purchasing processes and invoice processing for facility projects and ongoing maintenance activities
• Ensure strict compliance with cGMP standards and actively participate in safety training initiatives
• Support facility project activities and serve as the primary liaison between the facilities team, other departments, and external partners
• Identify, recommend, and implement process improvements to enhance facilities management operations efficiency
• Maintain accurate compliance documentation and records to support regulatory requirements

Skills

Strong organizational skills

Time management

Communication skills

Detail oriented

Multitask

Education

Associate or bachelor's degree preferred

Tools

SAP

Microsoft Office Suite

Job description

What this job involves:

As a Facilities Coordinator at JLL's Milpitas, CA you'll serve as a key operational support partner for our facilities management team, ensuring seamless daily operations and compliance excellence. In this role, you'll manage critical administrative functions, oversee work order systems, coordinate purchasing and invoicing processes, and maintain cGMP compliance standards—all essential to keeping our client's facilities running efficiently. You'll act as a vital liaison between the facilities team, internal departments, and external partners while identifying opportunities for process improvements. This position offers the chance to contribute meaningfully to JLL's mission of shaping the future of real estate through world-class services and technology, while working in an environment that values your organizational expertise and attention to detail.

What this job involves:

As a Facilities Coordinator at JLL's Milpitas, CA you'll serve as a key operational support partner for our facilities management team, ensuring seamless daily operations and compliance excellence. In this role, you'll manage critical administrative functions, oversee work order systems, coordinate purchasing and invoicing processes, and maintain cGMP compliance standards—all essential to keeping our client's facilities running efficiently. You'll act as a vital liaison between the facilities team, internal departments, and external partners while identifying opportunities for process improvements. This position offers the chance to contribute meaningfully to JLL's mission of shaping the future of real estate through world-class services and technology, while working in an environment that values your organizational expertise and attention to detail.

What your day-to-day will look like:

• Manage administrative operations including filing systems, Building Management System reports, and facility calendar coordination
• Oversee facility work orders using the SAP system, generating comprehensive reports and maintaining spare parts inventory tracking
• Coordinate purchasing processes and invoice processing for facility projects and ongoing maintenance activities
• Ensure strict compliance with cGMP standards and actively participate in safety training initiatives
• Support facility project activities and serve as the primary liaison between the facilities team, other departments, and external partners
• Identify, recommend, and implement process improvements to enhance facilities management operations efficiency
• Maintain accurate compliance documentation and records to support regulatory requirements

Required Qualifications:

• High school diploma or equivalent; associate or bachelor's degree preferred
• 3-5 years of experience in an industrial engineering or maintenance environment
• Proficiency in computer software systems, specifically SAP and Microsoft Office Suite
• Demonstrated experience with computer or web-based work order management systems
• Strong organizational skills with keen attention to detail and proven ability to work effectively under time constraints
• Excellent time management and communication skills with ability to multitask and prioritize in a fast-paced environment

Preferred Qualifications:

• Experience working in a pharmaceutical or biotechnology facility environment
• Knowledge of facilities maintenance best practices and current industry standards
• Experience with cGMP compliance protocols and documentation
• Familiarity with project management methodologies
• Experience with energy management and sustainability initiatives
• OSHA safety certification or related safety training credentials
• Familiarity with Building Management Systems (BMS)
• Multilingual capabilities

Location: Milpitas, CA

Work Shift: M-F (8am to 5pm)