Facility Coordinator

JLL; 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

Early access to earned wages through D

Job summary

JLL's facilities team in Philadelphia seeks a Facility Coordinator to support the GSA portfolio at the William Green Federal Building and Byrne Courthouse. You will manage work orders, preventive maintenance, asset records, and client invoicing while ensuring data integrity and compliant operations.

This on-site role requires strong Excel skills, attention to detail, and the ability to coordinate with vendors and tenants. Work hours are 7:00 am to 4:00 pm, and US work authorization is required.

Qualifications

• High school diploma required; related degree preferred.
• Experience supporting facilities operations or admin tasks with attention to detail.

Responsibilities

• Administer and maintain work orders and PM tracking.
• Coordinate maintenance scheduling and technician follow-up.
• Maintain asset records and lifecycle updates.
• Process invoices and billing documentation for contracts.
• Prepare client invoicing documentation via GSA platforms.
• Serve as primary contact for tenant service requests.

Skills

MS Office

Excel

Admin support

Customer service

CMMS familiarity

Education

High school diploma or equivalent

Associate or Bachelor's in business/admin preferred

Tools

CMMS software

Job description

JLL empowers you to shape a brighter way.

Our people at JLL 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 peopleand empowering them tothrive, 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.

Facility Coordinator - JLL

What this job involves:

The Facility Coordinator serves as the operational and administrative backbone for JLL's operations and maintenance program supporting GSA's Philadelphia Center City portfolio. Based at the William Green Federal Building / James A. Byrne Federal Courthouse complex, this role supports operations across four federal facilities by managing work order systems, preventive maintenance tracking, asset documentation, financial processing, and client invoicing activities. The Facility Coordinator plays a key role in ensuring operational efficiency, data integrity, compliance with GSA requirements, and high-quality customer service while supporting day-to-day facility operations and performance objectives.

What your day-to-day will look like:

• Administer and maintain the NCMMS platform, including work order creation, tracking, quality assurance, reporting, and closeout activities across multiple facilities.
• Coordinate preventive maintenance scheduling and ticket distribution while tracking completion status, overdue work, and technician follow-up to support contract performance metrics.
• Maintain accurate asset inventory documentation, including equipment records, lifecycle updates, warranty information, and maintenance history.
• Process vendor invoices, purchase orders, and billing documentation while ensuring accuracy, compliance with contract requirements, and timely payment processing.
• Prepare and submit client invoicing documentation through required GSA billing platforms, including fixed-price services, reimbursable work, and supporting documentation.
• Serve as a primary point of contact for tenant service requests, providing status updates, coordinating dispatch activities, and ensuring proper work order documentation and completion.
• Generate operational and financial reports, analyze performance data, and support management reporting, client meetings, and ongoing process improvement initiatives.

Required Qualifications:

• High school diploma or equivalent required; associate's or bachelor's degree in business administration, facilities management, or related field preferred.
• Experience supporting facilities operations, maintenance coordination, administrative operations, or CMMS/ticketing system management.
• Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint.
• Experience processing invoices, purchase orders, or financial documentation with strong attention to detail and accuracy.
• Strong organizational, time management, and multitasking skills with the ability to manage competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills with a customer service-oriented approach.
• Ability to obtain and maintain required federal security clearances and building access credentials.

Preferred Qualifications:

• Experience working within a computerized maintenance management system (CMMS) or similar work order platform.
• Familiarity with preventive maintenance programs, asset tracking, and facilities operations terminology.
• Previous experience supporting government, commercial real estate, or facilities management contracts.
• Knowledge of invoice processing platforms, billing workflows, or accounts payable procedures.
• Experience generating reports, tracking KPIs, and analyzing operational data trends.
• Ability to coordinate effectively with vendors, technicians, management teams, and client representatives.
• Familiarity with GSA environments, federal facility operations, or compliance-driven service contracts.

Location:

Philadelphia, PA

Work Shift:

7:00 am to 4:00 pm Monday to Friday.

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

Location:

On-site -Philadelphia, PA

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
• 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.

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 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 email us at [e-mail]. 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.