Facilities Administrator

What this job involves:

As a Facilities Administrator at JLL, you'll serve as the operational backbone of our facility management services, ensuring seamless day-to-day operations that directly impact our clients' workplace experiences. In this role, you'll coordinate essential building services, manage vendor relationships, and maintain comprehensive facility records while supporting our commitment to shaping a brighter way for our clients and their employees. You'll work collaboratively with property management teams, contractors, and building occupants to deliver exceptional service standards. This position requires strong organizational skills and attention to detail as you oversee preventive maintenance schedules, respond to facility requests, and ensure compliance with safety and regulatory requirements. What sets JLL apart is our culture of collaboration, locally and across the globe, and you'll experience this firsthand as you partner with diverse teams to solve complex facility challenges and contribute to creating optimal workplace environments. Additionally, you'll play a crucial role in administrative functions including staff on-boarding and off-boarding processes, financial management, meeting coordination, and communications management to ensure comprehensive facility operations support.

What your day-to-day will look like:

• Coordinate and schedule preventive maintenance activities across building systems including HVAC, electrical, plumbing, and life safety equipment
• Process and track facility service requests through computerized maintenance management systems (CMMS) and ensure all work orders are closed in a timely manner
• Serve as CMMS system expert, providing support and troubleshooting assistance to users experiencing technical difficulties
• Analyze CMMS data to identify trends, patterns, and issues in facility requests, providing regular analytics reports to management
• Manage vendor relationships and coordinate Quarterly Business Reviews (QBRs) with key service providers
• Support staff on-boarding and off-boarding processes, ensuring smooth transitions and proper documentation
• Draft payment memos and process incoming funds using client-specific financial systems and procedures
• Create and distribute Electronic Digital Mailers (EDMs) and circulars, ensuring content adheres to client requirements and brand tone of voice
• Schedule meetings with stakeholders and provide minute-taking support for Monthly Operations Meetings and other facility-related gatherings
• Support facility inspection activities by managing documentation, preparing reports, and coordinating inspection schedules with team members
• Complete other duties and special projects as assigned by management

Required qualifications:

• Diploma or equivalent required
• 2+ years of experience in facilities management, property management, or related field
• Advanced proficiency with computerized maintenance management systems (CMMS) and Microsoft Office Suite
• Strong organizational skills with ability to prioritize multiple tasks and meet deadlines
• Excellent written and verbal communication skills for interacting with vendors, contractors, and building occupants
• Experience with financial processing systems and payment coordination
• Basic understanding of building systems including HVAC, electrical, and plumbing
• Ability to work independently and make sound decisions in fast-paced environments

Preferred qualifications:

• Diploma in facilities management, business administration, or related field
• Experience with specific CMMS platforms such as Maximo, ServiceChannel, Corrigo, or similar systems
• Knowledge of building codes, OSHA regulations, and environmental compliance requirements
• Previous experience in commercial real estate or corporate facilities environment
• Professional certifications such as FMP (Facility Management Professional) or similar credentials
• Experience with budget management, vendor contract administration, and financial systems
• Background in data analysis and reporting with ability to identify operational trends and insights
• Experience in marketing communications, content creation, or corporate communications roles