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Facilities Coordinator
Facilities Coordinator – London, GBR (On-site)
About JLL
JLL empowers you to shape a brighter way. Our people are shaping the future of real estate for a better world by combining world-class services, advisory, and technology to support our clients. We Commit to hiring the best, most talented individuals, empowering them to thrive, grow meaningful careers, and find where they belong.
We welcome applicants with experience in commercial real estate, skilled trades, or technology, or those seeking to transfer their expertise into this industry. Join our team as we continue shaping a brighter future.
About the Role
We are seeking a skilled and experienced Facilities Coordinator to oversee the management and maintenance of our clients’ facilities.
The Facilities Coordinator will assist in managing and coordinating facility operations, maintenance activities, oversight of the Integrated Facilities Management (IFM) programme, compliance with legal requirements, contractor management, and support for various facility-related tasks.
Responsibilities
Facilities Management
- Coordinate maintenance and repair activities, liaising with contractors and service providers.
- On-site presence at client’s London location, with scheduled remote and quarterly visits to Newcastle.
- Monitor HVAC, lighting, security, and other building systems, reporting issues promptly.
- Oversee cleaning services and maintain high standards of cleanliness.
- Manage office supplies inventory, including placing orders when needed.
- Conduct regular facility inspections and risk assessments.
- Assist with implementing health and safety policies and procedures.
- Coordinate space planning and office moves.
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Mailroom Operations
(Where required)
- Manage incoming and outgoing mail, including sorting, distributing, and dispatching.
- Operate and maintain mailroom equipment.
- Coordinate courier services, track deliveries, and maintain accurate records.
- Ensure compliance with postal regulations and company policies.
Event Management
(Where required)
- Coordinate logistics for internal/external events (meetings, conferences, gatherings).
- Manage event spaces, including setup and breakdown.
- Liaise with catering services and vendors.
- Assist with AV equipment setup and troubleshooting.
- Maintain an events calendar and manage meeting room/bookings.
General Administration
- Serve as the first point of contact for facilities-related queries.
- Maintain accurate records for facilities, mailroom, and event-related activities.
- Prepare regular reports on all aspects of operations.
- Assist in developing and implementing facilities policies and procedures.
- Support budget preparation, monitor assigned expenses, and manage vendor relationships.
- Conduct periodic vendor performance reviews.
Out-of-Hours Support
- Provide flexible cover on weekends or evenings as required.
- Tasks include on-site assistance, facility assessments, coordination with service providers.
- Overtime reimbursement applied as needed.
Requirements
- Proven experience in facilities or property management, preferably in an integrated facilities management setting.
- Knowledge of legal requirements, codes, and regulations governing facility operations.
- Strong communication and interpersonal skills. Ability to interact effectively with stakeholders at all levels.
- Proficiency in organisational and time management, with adaptability in prioritising tasks.
- Ability to use computerised maintenance management systems (CMMS) and related facility software.
- Familiarity with budgeting and financial management principles.
- Independency and teamwork skills. Initiative and problem-solving ability.
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About JLL
JLL empowers people to own their success. We give the opportunity, knowledge, and tools needed to grow meaningful careers. We value what makes each of us unique—working together to shape a better world.
Each year since 1825, JLL (NYSE: JLL)—a Fortune 500® company—has been a global leader in real estate and investment management. Operating in over 80 countries, our experts bring both a global platform and local expertise to help clients with property acquisition, development, occupancy, management, and investment across commercial, industrial, retail, residential, and hospitality sectors.
Driven by our Brand Purpose—to shape a brighter future of real estate for a better world—JLL connects clients, communities, and teams to SEE A BRIGHTER WAY.
Cornerstones of JLL
- Equal Opportunity Employer with a commitment to reasonable accommodation for individuals with disabilities. For related support, email HRSCLeaves@jll.com.
- AI-driven hiring system enhances candidate-employer connections. Applications are assessed for skills alignment with role requirements.
Note: This role operates in London, GBR—on site. We welcome all applicants even if they don’t fulfill every requirement. For further information, visit jll.com.
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