Facilities Coordinator

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Facilities Coordinator

Key Responsibilities:
Facility Operations Management
Serve as the primary point of contact for all facility-related inquiries and issues
Monitor and process daily customer reports (approximately 200 annually)
Oversee maintenance, repairs, and improvements of building systems (HVAC, electrical, plumbing, etc.)
Manage vendor relationships and service contracts
Conduct regular building inspections and safety audits
Ensure compliance with health and safety regulations

Space Management and Planning
Oversee space allocation and utilization
Maintain accurate floor plans and occupancy data
Optimize workspace layouts for efficiency and productivity
Manage desk booking systems and hot-desking arrangements
Provide occupancy reports and analytics to management

Office Moves and Change Management
Plan and execute office relocations, from small-scale to full office moves
Develop and implement change management strategies for workplace transitions
Coordinate with IT, HR, and other departments to ensure smooth relocations
Manage the decommissioning and recommissioning of office spaces
Oversee furniture installation and reconfiguration projects

Asset and Inventory Management
Maintain an up-to-date inventory of office equipment and furniture
Manage procurement processes for new equipment and supplies
Oversee equipment lifecycle management, including replacements and disposals
Implement and maintain an effective asset tracking system

Sustainability and Energy Management
Implement and monitor energy-saving initiatives
Promote sustainable practices in the workplace
Track and report on environmental performance metrics

Budget and Financial Management
Develop and manage the facilities budget
Track expenses and identify cost-saving opportunities
Process invoices and manage purchase orders
Prepare financial reports for management review

Project Management
Lead and participate in facility improvement projects
Manage office renovation and refurbishment initiatives
Coordinate cross-functional teams to deliver projects on time and within budget

Emergency Preparedness and Business Continuity
Develop and maintain emergency response plans
Conduct regular safety drills and training sessions
Ensure business continuity in the event of disruptions

Event Management
Support the planning and execution of on-site events
Manage logistics for meetings, conferences, and corporate functions
Ensure compliance with event-related policies and standards

Vendor and Contract Management
Negotiate and manage service level agreements (SLAs) with vendors
Conduct regular performance reviews of service providers
Ensure compliance with contractual obligations

Technology and Systems Management
Oversee facility management software systems
Implement and manage smart building technologies
Coordinate with IT on workplace technology integration

Continuous Improvement
Stay informed about industry trends and best practices
Propose and implement process improvements
Gather and analyze feedback to enhance facility services

Qualifications and Skills:
Bachelor's degree in Facility Management, Business Administration, or related field
Minimum of 3-5 years of proven experience in facilities management, preferably in a corporate environment
Demonstrated experience in managing office moves, including planning, coordination, and execution of relocations of various scales
Strong knowledge of building systems and maintenance practices
Proficiency in MS Office suite and facility management software
Familiarity with CAD software and space planning tools
Excellent project management and organizational skills
Strong communication and interpersonal skills
Fluent in German and English, both written and spoken
CAFM (Computer-Aided Facility Management) certification preferred
Knowledge of relevant health, safety, and environmental regulations
Experience in vendor management and contract negotiation
Proven ability to manage multiple projects simultaneously and meet deadlines
Strong problem-solving skills and ability to work under pressure
Experience with change management processes in workplace transitions

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 102,000 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 honoured 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!

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.

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 102,000 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.