Facility Administrator

JLL; Saint Paul (MN); On-site; USD 48,000 - 70,000; Full time

Job summary

JLL in St. Paul, MN, is seeking a hybrid Facility Administrator to serve as the operational backbone of our client site.

You will manage shipping/receiving, provide strategic administrative support to the Global Operations Manager, and coordinate essential facility services to ensure seamless daily operations. This role combines hands-on logistics with administrative excellence, requiring keen attention to detail and strong collaboration with building occupants, vendors, and management.

Qualifications

• Required: High school diploma or equivalent education.
• 2+ years in a corporate environment or as a third-party service provider.
• Strong customer service and interpersonal skills with the ability to interact with client personnel at all levels.
• Excellent written and verbal communication skills with the ability to present information clearly and concisely.
• Ability to work in a fast-paced environment while managing multiple work streams and priorities with accuracy.

Responsibilities

• Process outbound shipments and prepare domestic and international packages with timely delivery and documentation.
• Sort daily USPS mail and create shipping analytics reports and dashboards using team performance data.
• Support onboarding/offboarding by creating positions in client systems and auditing compliance paperwork.
• Coordinate facility management activities including maintenance requests, work order tracking, vendor liaison, access control, and safety protocols.
• Manage vendor and contractor relationships by processing invoices and ensuring service agreements are delivered as specified.
• Support health and safety compliance by maintaining documentation and coordinating inspections.
• Serve as primary liaison between building occupants, management, and service providers to address concerns and communicate updates.

Skills

Customer service

Interpersonal skills

Written and verbal communication

Attention to detail

Collaborative skills

Education

High school diploma or equivalent

Tools

Data analytics tools

Facility management software

Work order systems

Vendor management platforms

Job description

What this job involves

This hybrid Facility Administrator role offers the opportunity to be the operational backbone of our client site in St. Paul, MN. You'll play a critical part in ensuring seamless daily operations by managing shipping and receiving functions, providing strategic administrative support to the Global Operations Manager, and coordinating essential facility services. This position combines hands-on logistics management with administrative excellence, requiring strong attention to detail and collaborative skills. As a key liaison between building occupants, vendors, and management, you'll help shape efficient workplace operations while supporting JLL's commitment to delivering world-class services that create exceptional client experiences.

Facility Administrator – JLL

This hybrid Facility Administrator role offers the opportunity to be the operational backbone of our client site in St. Paul, MN. You'll play a critical part in ensuring seamless daily operations by managing shipping and receiving functions, providing strategic administrative support to the Global Operations Manager, and coordinating essential facility services. This position combines hands-on logistics management with administrative excellence, requiring strong attention to detail and collaborative skills. As a key liaison between building occupants, vendors, and management, you'll help shape efficient workplace operations while supporting JLL's commitment to delivering world-class services that create exceptional client experiences.

What your day-to-day will look like

• Process outbound shipments and prepare domestic and international packages, ensuring timely delivery and accurate documentation.
• Sort daily USPS mail and manage shipping analytics by creating reports and dashboards using team performance data and metrics.
• Support employee and vendor onboarding/offboarding by creating positions in client systems, collecting and auditing compliance paperwork, and maintaining accurate account team rosters and organizational charts.
• Coordinate facility management activities including maintenance requests, work order tracking, vendor liaison, access control, and security protocols to ensure operational standards are met.
• Manage vendor and contractor relationships by processing invoices, maintaining service agreements, and ensuring contracted services are delivered as specified.
• Support health and safety compliance by maintaining documentation, coordinating safety inspections, and assisting with emergency preparedness procedures.
• Serve as primary liaison between building occupants, management, and service providers to address concerns, communicate updates, and ensure smooth facility operations through excellent stakeholder communication.

Required Qualifications

• High school diploma or equivalent education.
• Minimum 2 years of experience in a corporate environment or as a third-party service provider.
• Strong customer service and interpersonal skills with proven ability to interact effectively with client personnel at all levels.
• Excellent written and verbal communication skills with ability to present information clearly and concisely.
• Demonstrated ability to work in a fast-paced environment while managing multiple work streams and competing priorities with a high degree of accuracy.

Preferred Qualifications

• College degree or relevant coursework in business administration, facility management, or related field.
• Experience using data analytics tools to create reports and dashboards.
• Familiarity with facility management software, work order systems, and vendor management platforms.
• Knowledge of workplace safety regulations and compliance documentation.
• Experience with international shipping procedures and regulations.
• Physical ability to lift up to 50 lbs. on occasion and detect emergency alarms (auditory and/or visual).
• Strong technology aptitude with ability to quickly learn and utilize various software systems to resolve client needs efficiently.

Location: St. Paul, MN (On-site)

Shift: 1st shift (Monday - Friday)