Senior Facilities Coordinator

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.   

On-site in South San Francisco, CA Monday to Friday

What this job involves - The Senior Facilities Coordinator plays a vital role in the facilities management team, supporting the day-to-day operations, maintenance, and enhancements of the client’s site facilities. Serving as the main point of contact for service vendors, the Senior Facilities Coordinator collaborates closely with the Facilities Managers and internal teams.

What is the day to day?

• Coordinator will work closely with the Facilities Managers to ensure the efficient operation of the facility while maintaining a safe and compliant working environment. This position requires strong organizational and communication skills.
• Follow protocol for effective building-specific maintenance and safety procedures, maintain on-going communication with contractors, client, and facilities management team, and assist with site inspection for client site.
• Support with scheduling and document maintenance with Work Order submissions for repairs and maintenance on building equipment.
• Communicate frequently with the Engineering team to resolve issues and provide project status updates to the Facilities Managers.
• Maintain a current emergency response plan including evacuation, implementation of after-hours emergency response, and environmental health and safety.
• Support, develop and maintain a current emergency response plan. Support coordination of emergency management programs and services (e.g. prevention, protection, emergency preparedness, trainings and exercises, response, mitigation and recovery) consistent with the local/federal frameworks and best practices.
• Develop and maintain strong relationships with internal and external stakeholder.

• Support facility improvement projects, office moves, and space planning initiatives.
• Performs other related duties as required or requested by Facility Managers.

Budget and Financial Management

• Budget Development: Assist in the preparation of the facilities budget by analyzing historical data and forecasting future needs.
• Cost Control: Identify opportunities for cost savings and efficiencies in procurement and facilities management, making recommendations for improvements.
• Create and Process Purchase Orders: Initiate and manage purchase orders for goods and services, ensuring accuracy and compliance with organizational policies.
• Purchase Order Tracking: Monitor the status of all purchase orders from issuance to delivery, resolving any issues that arise during the procurement process.
• Record Keeping: Maintain detailed records of all purchase orders, supporting documentation, and correspondence with vendors.
• Budget Development: Assist in the preparation of departmental budgets by analyzing past spending patterns and forecasting future needs.
• Expense Tracking: Monitor and track expenditures against the budget, ensuring that all purchases are properly documented and within budget limits.
• Financial Reporting: Work with JLL finance team who Generate regular reports on purchasing activities and budget status for management review, highlighting any variances and recommending corrective actions.
• Invoice Approval: Collaborate with JLL finance team with reviewing and verifying  invoices against purchase orders and receipts, ensuring accuracy before processing for payment.
• Sort and organize AP report to upload into PeopleSoft when AP sends it to us by e-mail.
• Work on keeping the AP report low, GRNV, UMLV and open POs reports clear to meet financial deadlines.

Site Locker Management

• Locker Allocation: Oversee the assignment and management of lockers for employees, ensuring security and efficient use of space.
• Policy Development: collaborate in developing and implementing policies and procedures for locker usage, including access control and maintenance.
• Inventory Management: Maintain accurate records of locker assignments, handle requests for changes, and coordinate with our team (ATO) lead for access-related issues.

Site Event Management

• Event Setup: Support and oversee the setup and breakdown of event spaces. Ensuring that all elements are in place according to the event plan.
• Staff coordination: Submit Work Orders for JLL team support and communicate directly with onsite staff and volunteers to ensure smooth operation during events. 
• Problem solving: Addressing any issues or emergencies that arise during events quickly and effectively, enduring minimal disruption to the event.

Supply Management

• Support with ordering of facility supplies and materials from authorized vendors via Yardi and JLL Marketplace, ensuring compliance with company procurement policies.

Vendor Management

• Ensure vendors comply with company policies, safety standards, and regulatory requirements.
• Verify final invoice pricing and send to finance for processing of payments in a timely manner.

Desired experience and technical skills -

Required

• Proficiency in computer software systems, including E1 or any similar financial platform, CMMS, SAP and Microsoft Office Suite or web-based work order management systems
• Strong organizational, keen attention to detail, and ability to work under time constraints
• You are a big picture thinker with detail-oriented delivery with strong time management and communication skills
• You are proactive and can think ahead to anticipate the needs of the team regarding market trends, data accuracy, research, and project management related technology
• Knowledge of Architectural, Landscape, Civil and MEP systems and sustainable strategies
• Highly organized with strong analytical and creative problem-solving skills with strong interpersonal skills with an ability to interact with executive level external and internal clients and ability to multitask and prioritize in a fast-paced environment
• 4+ years of experience in an industrial engineering/maintenance, third party service provider, or as a consultant.

Estimated total compensation for this position:

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Location:

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If 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 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. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary 

• Paid Time Off and Company Holidays

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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 contact us at Accommodation Requests. 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.

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Accepting applications on an ongoing basis until candidate identified.