Facilities Coordinator

Jones Lang LaSalle Incorporated; Waukesha (WI); On-site; USD 43,000 - 46,000; Full time

Job summary

A leading company in the real estate sector is seeking an Administrative Support professional to provide essential support for their manufacturing and research hub centered on medical imaging equipment. This role involves liaising between management, vendors, and subcontractors and maintaining documentation while ensuring efficient facilities operations. The ideal candidate will exhibit strong organizational skills and proficiency in Microsoft Office, with a commitment to detail and effective communication.

Benefits

401(k) plan with matching contributions

Comprehensive Medical, Dental & Vision Care

Paid parental leave at 100% of salary

Paid Time Off and Company Holidays

Qualifications

• Minimum 2 years of administrative support experience.
• Proficiency in Microsoft Office applications required.
• Demonstrated organizational skills and attention to detail.

Responsibilities

• Creating and tracking work orders for facility operations.
• Coordinating with vendors and subcontractors.
• Processing invoices and maintaining accurate documentation.

Skills

Communication

Data Analysis

Problem Solving

Multitasking

Organizational Skills

Education

High school diploma

Tools

Microsoft Office

Job description

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

What this job involves: This position provides essential administrative support to a major manufacturing and research hub specializing in medical imaging equipment. You will serve as a key liaison between management, vendors, and subcontractors while maintaining accurate documentation, processing financial paperwork, and supporting facility operations.

Your day-to-day tasks will include:

• Creating and tracking work orders for facility maintenance and operations
• Coordinating with subcontractors and vendors on service requests
• Assisting management in problem resolution and decision making
• Generating and analyzing reports on open and closed work orders
• Maintaining organized files for work orders, proposals, and department documentation
• Creating and updating vendor files while verifying accuracy of submitted paperwork
• Training vendors on work order procedures and invoice collection processes
• Processing invoices with proper cost center coding
• Supporting facility inspection activities across the campus
• Assisting with process and procedure training for staff and vendors
• Additional administrative duties as assigned

Work Schedule:

• Dayshift, Monday through Friday

Location:

• "This position is primarily based at our Waukesha WI facility"
• "While this role is designed as an onsite position, we may consider exceptional candidates from other areas.

Desired or Preferred Experience and Technical Skills:

• Experience in manufacturing, healthcare, or research environments
• Familiarity with work order management systems
• Knowledge of vendor management processes
• Experience with facilities maintenance operations
• Understanding of procurement and invoice processing workflows
• Previous experience in training or instructional roles
• Knowledge of medical or technical terminology
• Experience with reporting and data analysis
• Familiarity with quality control or compliance procedures

Required Skills and Experience:

• High school diploma or equivalent required
• Minimum 2 years of administrative support experience
• Proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Experience with data entry and record keeping
• Demonstrated organizational skills and attention to detail
• Strong written and verbal communication abilities
• Basic understanding of accounting principles for invoice processing
• Ability to multitask and prioritize in a fast-paced environment
• Strong problem-solving skills

Estimated total compensation for this position:

43,680.00 – 45,760.00 USD per year

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data.

Location:

On-site –Waukesha, WI

Job Tags:

Administrative Support, Communication, Data Analysis, Data Entry, Decision Making, Documentations, Facilities Operations, Facility Inspections, Facility Maintenance, Invoice Processing, Invoices, Maintenance Operations, Management Reporting, Microsoft Excel, Microsoft Office, Microsoft Outlook, Multitasking, Office Administration, Office Applications, Oral Communications, Organizing, Prioritization, Problem Solving, Work Order Management

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

What this job involves: This position provides essential administrative support to a major manufacturing and research hub specializing in medical imaging equipment. You will serve as a key liaison between management, vendors, and subcontractors while maintaining accurate documentation, processing financial paperwork, and supporting facility operations.

Your day-to-day tasks will include:

• Creating and tracking work orders for facility maintenance and operations
• Coordinating with subcontractors and vendors on service requests
• Assisting management in problem resolution and decision making
• Generating and analyzing reports on open and closed work orders
• Maintaining organized files for work orders, proposals, and department documentation
• Creating and updating vendor files while verifying accuracy of submitted paperwork
• Training vendors on work order procedures and invoice collection processes
• Processing invoices with proper cost center coding
• Supporting facility inspection activities across the campus
• Assisting with process and procedure training for staff and vendors
• Additional administrative duties as assigned

Work Schedule:

• Dayshift, Monday through Friday

Location:

• "This position is primarily based at our Waukesha WI facility"
• "While this role is designed as an onsite position, we may consider exceptional candidates from other areas.

Desired or Preferred Experience and Technical Skills:

• Experience in manufacturing, healthcare, or research environments
• Familiarity with work order management systems
• Knowledge of vendor management processes
• Experience with facilities maintenance operations
• Understanding of procurement and invoice processing workflows
• Previous experience in training or instructional roles
• Knowledge of medical or technical terminology
• Experience with reporting and data analysis
• Familiarity with quality control or compliance procedures

Required Skills and Experience:

• High school diploma or equivalent required
• Minimum 2 years of administrative support experience
• Proficiency in Microsoft Office applications (Word, Excel, Outlook)
• Experience with data entry and record keeping
• Demonstrated organizational skills and attention to detail
• Strong written and verbal communication abilities
• Basic understanding of accounting principles for invoice processing
• Ability to multitask and prioritize in a fast-paced environment
• Strong problem-solving skills

Estimated total compensation for this position:

43,680.00 – 45,760.00 USD per year

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data.

Location:

On-site –Waukesha, WI

Job Tags:

Administrative Support, Communication, Data Analysis, Data Entry, Decision Making, Documentations, Facilities Operations, Facility Inspections, Facility Maintenance, Invoice Processing, Invoices, Maintenance Operations, Management Reporting, Microsoft Excel, Microsoft Office, Microsoft Outlook, Multitasking, Office Administration, Office Applications, Oral Communications, Organizing, Prioritization, Problem Solving, Work Order Management

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.

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At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each ofusunique. We help ourpeople thrive, grow meaningful careersand find a place where they belong.Together, we strive to be exceptional and shape a better world.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .