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Facilities Coordinator
2 weeks ago
JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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. The Facilities Coordinator will play a pivotal role in supporting a high-demand client, ensuring seamless daily operations, maintenance, and workplace experience in a fast-paced, complex environment. This position requires a proactive, detail-oriented professional who excels at vendor management, emergency response, and delivering exceptional service under pressure. The Facilities Coordinator will be the single point of contact for all facility-related requests, triaging issues, and collaborating with internal teams and external partners to maintain a high-performing, compliant, and engaging workplace.WHAT YOU'LL DO Daily Operations & Maintenance CoordinationAct as the primary point of contact for all facility-related requests, managing the site’s service requests and triaging work orders to appropriate parties.Conduct daily site walks to assess facility and floor conditions, ensuring all spaces are in ‘ready-to-use’ condition.Monitor and maintain office, kitchenette, and pantry equipment, coordinating repairs and preventive maintenance as needed.Support conference room and event readiness, including setup, breakdown and coordination with catering and janitorial teams.Daily processing of inbound mail using client system. Vendor & Service Provider ManagementLiaise with vendors and internal teams to ensure timely and compliant delivery of services.Oversee vendor performance, track service levels, and escalate issues as required to maintain operational excellence.Emergency Response & ComplianceRespond to urgent facility issues and emergencies, following established escalation and incident reporting protocols.Ensure all services are delivered within Service Level Agreements (SLAs) and in compliance with applicable laws, rules, and regulations.Workplace Experience & CommunicationServe as the “host” of the office, greeting employees and guests, building trusted relationships, and providing intuitive, hospitality-focused service.Support employee engagement initiatives driven by the client’s Workplace Experience Manager (XM) , including tours, events, and communications.Provide support for meetings and events including, but not limited to assisting with decorating, receiving deliveries, setting up catering, clean-up and configuring of spaces as needed. Booking meeting rooms for non-event related requests.Administrative & Reporting DutiesMonitor Slack channels, CMMS along with client ticketing systems and respond to all requests within one business day, ensuring personal follow-up and resolution.Assist with access control for vendor partners as needed. Maintain accurate records of maintenance activities, vendor interactions, and compliance documentation.WHAT YOU BRINGBachelor’s degree or equivalent experience in facilities management, hospitality, property management, or a related field.3–5 years of prior experience in facilities coordination, hospitality, events operations, or property management, preferably in a high-demand or regulated environment.Proficiency with Microsoft Office Suite (Excel, Word, PowerPoint, Visio, Outlook).Strong organizational and time management skills; meticulous attention to detail.Excellent verbal and written communication skills; ability to communicate professionally at all levels.Demonstrated ability to manage multiple priorities in a fast-paced, dynamic environment. Preferred QualificationsExperience supporting fintech, financial services, or technology sector clients.Familiarity with Computerized Maintenance Management Systems (CMMS) such as Corrigo.Certifications in facilities management (e.g., FMP, CFM) or related disciplines.Knowledge of workplace health, safety, and compliance standards.Desired SkillsConfident, friendly, and engaging with a passion for hospitality and best in class service delivery. Strong interpersonal skills; highly collaborative and able to build meaningful relationships.Ability to anticipate needs, solve problems proactively, and deliver intuitive workplace solutions.Resilience and adaptability to manage the demanding, fast-changing needs of a fintech environment.Analytical mindset with the ability to generate actionable reports and insights.Challenge ManagementThrive in a high-pressure, high-expectation environment by prioritizing urgent issues, maintaining composure, and delivering consistent, high-quality service.Leverage strong organizational skills and proactive communication to manage competing demands and rapidly evolving client needs.Build trusted advisor status with colleagues and stakeholders, ensuring a seamless and positive workplace experience even during periods of change or disruption.WHAT’S IN IT FOR YOUJoin an industry leader and shape the future of commercial real estate Deep investment in cutting-edge technology to power your work Comprehensive and competitive benefits plan A supportive, caring and diverse work environment designed for your growth and well-being Location: On-site –Toronto, ONJob Tags:HiringIf this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the tableJLL Privacy NoticeJones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.For additional details please see our career site pages for each country.For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.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 om. 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.
