Specialist - Facilities Coordinator

This position provides remote support for the effective management and operation of integrated facilities management (IFM) requirements. The Facilities Coordinator coordinates facility services and activities to keep daily operations running smoothly. The role manages client service requests, maintains communication with vendors and contractors, and oversees work orders, quotations and invoices. This includes keeping accurate records and documentation for facility operations service delivery, including work order logs and service contracts. The Facilities Coordinator helps manage budgets, coordinates service delivery and events, and contributes to client satisfaction and experience.

Responsibilities

Be the point of contact for the client and oversee day-to-day facility operations services management requirements; Provide requested or needed services support and respond to client service requests and complaints; Manage and maintain small IFM services remote tasks; Assist with coordination of service delivery with the client and vendors; Coordinate special events in support of the client or JLL; Provide support for meetings and conference room reservations; Manage incident reporting for soft service-related issues; Manage service contracts and documentation; Track services budgets and expenses; Assist in planning client budget goals and supporting budget planning and forecasting; Assist with budgetary requests, analysis and reporting; Assist with researching, analyzing and reporting budget variances; Process invoices and purchase orders for services delivered; Coordinate billing and cost allocation for services delivered; Manage accounts receivable (AR), including client billing and collections; Manage accounts payable (AP), including supplier invoice validation and payments; Work closely with the support team on bank reconciliations and other finance tasks; Partner with teams for a smooth procurement-to-payment (P2P) process; Prepare client-facing quotations and proposals for services and scope changes; Request, collect and compare vendor quotations, including RFQs; Coordinate internal reviews and approvals, then submit quotations and proposals to the client; Convert approved quotations into purchase orders and work orders; Track the status of open, approved and declined quotations and proposals; Keep a record of quotations, proposals, approvals and supporting documents; Prepare monthly and quarterly service reports and metrics; Maintain service trackers and KPI reports, including dashboard updates and data validation; Customize Excel-based administrative reports to meet client reporting requirements; Manage contracts with service vendors within the assigned countries; Monitor service level agreements (SLAs) and performance metrics; Conduct regular vendor evaluations; Coordinate vendor scheduling and access requirements; Ensure vendor compliance with insurance and certification requirements; Provide remote support, including continuous monitoring of services delivered to the client; Act as the interface between the client and vendors; Follow up with the client and vendors to deliver a smooth client experience; Give direction and information to vendors, facilities staff and service providers as required; Keep the client informed of the status of quotations, proposals, work orders and invoices; Administer and maintain all service requests within the KPIs; Make sure quotations, proposals, purchase orders and invoices follow applicable client and JLL procurement, approval and documentation requirements

Requirements

At least 3 to 4 years of industry experience with facility or property administration, hospitality, or service coordination; 2-3 years of exposure handling or supporting accounting tasks or deliverables; Bachelor or associate degree in facilities management, building, business or other related field, or equivalent IFM experience (or Accounting degree specializing or with experience in the IFM field or industry); Proven experience in process improvement initiatives, including workflow optimization, documentation standardization, and implementation of operational efficiencies; Experience in report administration, including management of service trackers, KPI reporting, dashboard maintenance, data validation, and performance analytics; Superior customer service skills and orientation; Ability to maintain professionalism at all times under stressful situations; Ability to plan and manage work under time constraints; Ability to multi-task and work without direct supervision; Strong written, verbal and people skills; Strong organizational skills and a collaborative style; Proficient in the MS Office suite, including Word, Excel, PowerPoint and Outlook, particularly Excel spreadsheets; Experienced in finance workflows and systems; Strong attention to detail and numerical accuracy; Ability to compare vendor pricing and scope, and to present clear, well-structured proposals to clients

Nice to have

Experience in process improvement initiatives; Experience in report administration