Facilities Coordinator

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 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.

POSITION GOALS

The Facilities Coordinator serves as a key operational team member responsible for delivering exceptional day-to-day facilities services while supporting workplace experience initiatives across the client's campus. This role combines hands-on facilities management with employee engagement activities to ensure seamless operations, cost-effective service delivery, and positive workplace experiences that enhance the client's creative environment.

DUTIES AND RESPONSIBILITIES

 

Service Delivery

• Provide general overall facility management services including continuous monitoring of office/facility operations

• Conduct morning checks on facilities and workplace technology platforms to ensure optimal performance

• Act as interface with clients, visitors, and guests while delivering authentic workplace experiences

• Serve as point of contact for building landlord on operational and lease management matters

• Assist client with tactical planning for facilities team goals and objectives aligned with "Future of Work" methodology

• Manage & maintain facility management tasks as assigned with focus on continuous improvement and operational excellence

• Ensure appropriate follow-up with customers and seek to continuously improve processes, systems and overall client satisfaction

• Support workplace experience initiatives and community engagement programs across campus sites

 

Workplace Experience Support

 

• Assist with workplace experience initiatives that enhance employee satisfaction and engagement

• Coordinate meeting room setups, event preparations, and special workplace activities

• Manage amenity services including kitchen facilities, break areas, and employee comfort zones

• Support employee onboarding experiences through workspace preparation and orientation assistance

• Maintain common areas to ensure they reflect the client's creative culture and professional standards

• Gather employee feedback on facilities services and experience improvements

Employee Engagement & Communication

• Provide friendly, professional customer service to all client employees and visitors

• Communicate facilities updates, maintenance schedules, and service information to affected employees

• Participate in workplace experience surveys and contribute ideas for service improvements

• Support employee events and activities through facilities setup and coordination

• Maintain positive relationships with employees across all client departments and teams

• Act as liaison between facilities team and employees for routine service matters

 

Finance

• Execute all required financial work to deliver facility services to client's facility

• Administer client's purchase system for facility-related expenses, if required

• Assist with registering new third-party vendors in JDE system according to JLL policy and procedures

• Create Purchase Order (PO) requests on behalf of facility management team for both JDE and client systems

• Goods Receipt (GR) the PO after confirmation of PO requester

• Assist with financial matters to ensure all processes are completed in timely manner

• Assist local finance teams to ensure financial matters are closed promptly

• Maintain trackers to ensure responsible financial processes and proper payment documentation

• Escalate potential risks of late payment or financial matters that could impact facility operations to Campus Workplace Manager immediately

 

Meeting Room Management (Supporting Workplace Team)

• Ensure meeting room presentation is clean and tidy at all times

• Assist local business with meeting room bookings and operations of audio-visual equipment

• Collaborate with workplace team to manage back-of-house scope and space optimization through data analytics

• Support conference room conflict resolution via EMS/Book-It systems

• Demonstrate responsiveness and creativity in finding solutions for service delivery and client satisfaction

• Read and understand applicable Service Level Agreements and help achieve Key Performance Indicators

 

Engineering Support

• Coordinate & manage HVAC, Fire Protection & Security Equipment, Mechanical and Electrical maintenance and repair services

• Implement preventive and planned maintenance programs to minimize costs and equipment failure risks

• Manage services from third-party service partners/vendors with focus on quality delivery

• Support digitalization initiatives through automation, sensors, and touchless technology implementation

• Ensure technology platforms work as intended and analytics are conducted for proactive responses

 

Client/Stakeholder Management

• Manage key client team representatives effectively to ensure expected service levels are achieved

• Build strong working relationships with client representatives and promote JLL's workplace solutions

• Coordinate with stakeholders to ensure smooth delivery of programs and procedures

• Conduct physical checks and complete occupancy data based on client requirements

• Support client engagement strategies and feedback initiatives

• Champion regular stakeholder meetings to enhance relationships

 

Procurement & Vendor Management

• Review maintenance/service practices of M&E contractors to deliver quality work aligned with manufacturer recommendations

• Plan and manage budgets for engineering & operational contracts

• Manage vendor contracts for technical services with focus on cost optimization

• Support account cost savings targets to contribute to significant operational savings

• Ensure vendor performance meets workplace experience standards

 

Site Operations

• Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and building works

• Provide emergency call support and site attendance as required

• Manage M&E scope of projects to ensure quality deliverables within stipulated time

• Develop and implement innovation programs that reduce utility costs and increase productivity

• Achieve continuous optimization of processes, tools and documentation

• Meet key performance indicators and service level agreement targets

• Support minor projects and office churn activities

 

Events Management (Support Workplace Team)

• Coordinate and set up spaces for celebration of events and workplace experience programs

• Assist in liaising with event catering vendors when needed

• Collaborate with workplace team to achieve successful events that drive employee engagement

• Support regional initiatives including wellness programs, community engagement, and sustainability events

 

Health & Safety Management

• Conduct regular audits to ensure safety procedures are in place and working effectively

• Assist in carrying out safety procedures when needed

• Support implementation and management of facility risk management programs

• Support implementation and monitoring of disaster recovery and business continuity plans

• Follow established escalation procedures and incident reporting procedures

KEY PERFORMANCE MEASURES

 

• Uninterrupted site operations

• Client satisfaction and workplace experience metrics

• Continuously improving service delivery

• Achievement of cost savings targets

• Compliance with safety and regulatory requirements

 

 

 

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

·       Sound interpersonal skills to manage diverse range of service providers and client representatives

·       Excellent written and oral communication skills with ability to support internal communication strategies

·       Demonstrated ability to manage multiple and complex operational matters daily

·       Working knowledge of EHS and BCA regulations

·       Proven capacity to understand and interpret commercial contracts

·       Capacity to deal with ambiguity and address complex problems

·       Core technical, engineering or building management skills

·       Sound computer skills in Microsoft Office and workplace management systems

·       Understanding of workplace technology and digital transformation initiatives

 

Required Qualifications, Skills & Experience

• Diploma or equivalent qualification in Facilities Management, Engineering, or related field

• Strong administration and organization ability with office space planning experience

• Possess initiative and professionalism with ability to multi-task, organize and prioritize work

• Team player able to work independently while supporting collaborative workplace environment

• Experience dealing with both internal and external customers and managing client expectations

• Strong communication and interpersonal skills with ability to build rapport quickly

• Good presentation skills with ability to lead meetings and presentations to clients/stakeholders

• Sound computer skills in Microsoft Office software and workplace management platforms

• Understanding of workplace experience principles and human-centered design preferred

• Knowledge of sustainability practices and digitalization initiatives advantageous

 

 

Location:

On-site –Singapore

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

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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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 HRSCLeaves@jll.com. 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.