What are the responsibilities and job description for the Facility Coordinator position at JLL?
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Facility Coordinator
Job Summary
Provide support to facilities maintenance department. This position will assist with general office duties to support the functions of the department including financial processing, working effectively with Corrigo work order/PO processing program, office management and effective communications.
Job Responsibilities
Administrative Function
Manage Corrigo work order/PO processing process under direction of Facility Director and system Account Director.
Provide facility specific assistance to the facility maintenance management team as needed or requested.
Provide support for meetings and conference room reservations as needed and directed.
Assist with the coordination and scheduling of maintenance activities.
Handle phone calls.
Ability to learn and enter time and attendance for department staff utilizing software (Kronos).
Manage departmental documentation.
Distribution of correspondence.
Scheduling meetings and locations, coordinate audio visual requests, record/process/distribute minutes.
Sort and prioritize mail, routine filing of reports (including compliance) and data entry.
Communication and Relationship Coordination
Act as an interface with client, visitors and guests.
Ensure appropriate follow up with customers, co-workers and vendors.
Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption.
Compliance
Related to purchase orders, work with vendors to obtain quotes and review for discrepancies.
Record data in standardized system.
Properly and efficiently, receipt and track purchase orders to completion.
Resolve invoice discrepancies daily.
Review GRNV/UVPO and other reports weekly and ensure there are no overdue items.
Ensure packing slips are matched with PO for accuracy and completeness.
Assist with budgetary requests, analysis and reporting.
Assist with researching, analyzing and reporting budget variances.
Any and all other duties and tasks assigned.
Qualifications
Superior customer service skills and orientation.
2 years of relevant experience preferred.
Understanding of computerized maintenance management software (CMMS) Corrigo or similar preferred.
Able to work within CMMS to enter vendor work request and routine work order requests.
Ability to support two or more facility Maintenance departments/hospitals.
Ability to maintain professionalism under stressful situations.
Advanced knowledge and ability to use Microsoft Word and Excel.
Must be proficient at Excel spreadsheets and have capability of customizing administrative reports.
Ability to use advanced components of timekeeping and data management systems.
Excellent data input and grammar skills.
Possess strong written, verbal and people skills with the ability to communicate effectively with physicians, administration, co-workers and vendors.
Careful attention to detail and accurate proofreading skills.
Ability to manage projects independently, think creatively and problem-solve.
Willingness to help achieve team goals.
Proficient use of Microsoft Outlook and ability to use scheduling components.
Ability to plan and manage work under time constraints.
Ability to multitask and work without direct supervision.
Strong organizational skills and collaborative style.
What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Facility Coordinator
Job Summary
Provide support to facilities maintenance department. This position will assist with general office duties to support the functions of the department including financial processing, working effectively with Corrigo work order/PO processing program, office management and effective communications.
Job Responsibilities
Administrative Function
Manage Corrigo work order/PO processing process under direction of Facility Director and system Account Director.
Provide facility specific assistance to the facility maintenance management team as needed or requested.
Provide support for meetings and conference room reservations as needed and directed.
Assist with the coordination and scheduling of maintenance activities.
Handle phone calls.
Ability to learn and enter time and attendance for department staff utilizing software (Kronos).
Manage departmental documentation.
Distribution of correspondence.
Scheduling meetings and locations, coordinate audio visual requests, record/process/distribute minutes.
Sort and prioritize mail, routine filing of reports (including compliance) and data entry.
Communication and Relationship Coordination
Act as an interface with client, visitors and guests.
Ensure appropriate follow up with customers, co-workers and vendors.
Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption.
Compliance
Related to purchase orders, work with vendors to obtain quotes and review for discrepancies.
Record data in standardized system.
Properly and efficiently, receipt and track purchase orders to completion.
Resolve invoice discrepancies daily.
Review GRNV/UVPO and other reports weekly and ensure there are no overdue items.
Ensure packing slips are matched with PO for accuracy and completeness.
Assist with budgetary requests, analysis and reporting.
Assist with researching, analyzing and reporting budget variances.
Any and all other duties and tasks assigned.
Qualifications
Superior customer service skills and orientation.
2 years of relevant experience preferred.
Understanding of computerized maintenance management software (CMMS) Corrigo or similar preferred.
Able to work within CMMS to enter vendor work request and routine work order requests.
Ability to support two or more facility Maintenance departments/hospitals.
Ability to maintain professionalism under stressful situations.
Advanced knowledge and ability to use Microsoft Word and Excel.
Must be proficient at Excel spreadsheets and have capability of customizing administrative reports.
Ability to use advanced components of timekeeping and data management systems.
Excellent data input and grammar skills.
Possess strong written, verbal and people skills with the ability to communicate effectively with physicians, administration, co-workers and vendors.
Careful attention to detail and accurate proofreading skills.
Ability to manage projects independently, think creatively and problem-solve.
Willingness to help achieve team goals.
Proficient use of Microsoft Outlook and ability to use scheduling components.
Ability to plan and manage work under time constraints.
Ability to multitask and work without direct supervision.
Strong organizational skills and collaborative style.
What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!
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