Facilities Workplace Coordinator

Jones Lang LaSalle Incorporated; Philadelphia (Philadelphia County); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

401(k) plan with matching company

Comprehensive Medical, Dental & Vision

Paid parental leave at 100% of salary

Paid Time Off and Company Holidays

Daily Pay

Job summary

Jones Lang LaSalle (JLL) is seeking a Facilities Workplace Coordinator in Philadelphia to support day-to-day workplace and facilities services for a life sciences client, focusing on vendor coordination, work order management, and CMMS utilization.

You will serve as the primary contact for soft services, manage purchase orders and records, track invoices, and escalate issues to ensure a high-quality, compliant site experience for occupants.

Qualifications

• Experience in facilities coordination or related client-facing operations.
• Experience with vendor management.
• Hands-on CMMS experience.
• Experience creating and tracking purchase orders and service-related records.
• Strong administrative, organizational, and follow-up skills.

Responsibilities

• Coordinate daily facilities and workplace services activities across the client site.
• Serve as a primary contact for soft services support, including coordination of vendors and routine workplace service needs.
• Create, assign, and track work orders in the site’s CMMS or other work order platform.
• Monitor open work orders, follow up with vendors, and help drive timely service completion.
• Support vendor management activities, including scheduling, communication, service coordination, and documentation follow-through.
• Create and manage purchase orders associated with work orders, vendor services, and operational support needs.
• Maintain accurate records related to work orders, vendor activity, service status, invoices, and supporting documentation.
• Support invoice and work order closeout processes by helping ensure completed services are properly documented and matched to the correct records.
• Escalate service delays, operational concerns, and vendor performance issues when needed.
• Deliver a responsive, high-quality workplace experience for the client and site occupants.
• Internal resources describing work order assignment, vendor coordination, invoice review, and work order closure support this scope well.
• Coordinate third-party vendors performing site services.
• Ensure vendors receive clear scope details, access instructions, and service expectations.
• Track vendor progress and confirm work status updates in the CMMS.
• Support documentation, invoice readiness, and closeout for completed work.
• Help maintain service continuity across workplace and soft service functions.

Skills

Vendor coordination

Work order management

CMMS usage

Administrative skills

Customer service

Tools

CMMS platform

Job description

Facilities Workplace Coordinator - JLL

What this job involves

The Facilities Coordinator will support the day-to-day delivery of workplace and facilities services for a life sciences client, with a strong emphasis on vendor coordination, work order management, workplace services, purchase order administration, and CMMS utilization. This role helps ensure that soft services are delivered consistently, work orders are managed efficiently, vendors are coordinated effectively, and client-facing service standards are maintained across the site.

What your day-to-day will look like

Coordinate daily facilities and workplace services activities across the client site.

Serve as a primary contact for soft services support, including coordination of vendors and routine workplace service needs.

Create, assign, and track work orders in the site’s CMMS or other work order platform.

Monitor open work orders, follow up with vendors, and help drive timely service completion.

Support vendor management activities, including scheduling, communication, service coordination, and documentation follow-through.

Create and manage purchase orders associated with work orders, vendor services, and operational support needs.

Maintain accurate records related to work orders, vendor activity, service status, invoices, and supporting documentation.

Support invoice and work order closeout processes by helping ensure completed services are properly documented and matched to the correct records.

Escalate service delays, operational concerns, and vendor performance issues when needed.

Deliver a responsive, high-quality workplace experience for the client and site occupants.

Internal resources describing work order assignment, vendor coordination, invoice review, and work order closure support this scope well.

Coordinate third-party vendors performing site services.

Ensure vendors receive clear scope details, access instructions, and service expectations.

Track vendor progress and confirm work status updates in the CMMS.

Support documentation, invoice readiness, and closeout for completed work.

Help maintain service continuity across workplace and soft service functions.

Relevant internal materials show that work order records support status tracking, comments, files, labor/material information, vendor acknowledgment, and invoice workflows.

Required qualifications

Experience in facilities coordination, workplace services, property operations, or a related client-facing operations role.

Experience with vendor management and service coordination.

Hands-on experience using a CMMS or similar work order management platform.

Experience creating, tracking, or coordinating purchase orders and service-related records.

Strong administrative, organizational, and follow-up skills.

Strong communication and customer service skills in a fast-paced site environment.

Preferred qualifications

Experience in a life sciences, laboratory, pharmaceutical, healthcare, or regulated operational environment.

Experience supporting soft services and workplace service delivery.

Familiarity with vendor invoice coordination and work order closeout processes.

Experience working across client stakeholders, vendors, and internal operations teams.

Familiarity with facilities platforms used for work orders, asset management, and vendor coordination, such as systems like SAP or comparable CMMS tools.

Candidate profile

Service-oriented and highly responsive. Strong attention to detail and process discipline. Comfortable managing multiple vendors, requests, and deadlines at once. Effective at balancing client experience with operational execution. Confident working within systems and maintaining clean documentation.

Location

Philadelphia, PA

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Location: On-site –Philadelphia, PA

Personal benefits that support personal well-being and growth

• 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
• Early access to earned wages through Daily Pay

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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We help our people thrive, grow meaningful careers and 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 500 company 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, visit jll.com.