Facilities Administrator

Summary

The Facilities Administrator at JLL plays a critical role in supporting smooth daily operations for facility management services, enhancing the workplace experience for clients. This position involves coordinating key building services, maintaining vendor partnerships, and managing facility documentation while adhering to safety and compliance standards. Collaboration with property teams, contractors, and occupants is essential to deliver excellent service quality. Administrative duties include staff onboarding/offboarding, financial processes, meeting logistics, and communications management supporting overall facility functions.

Primary Duties

• Organize and schedule preventative maintenance for HVAC, electrical, plumbing, and life safety systems.
• Manage service requests via computerized maintenance management systems (CMMS), ensuring timely closure of work orders.
• Provide expert technical support for CMMS users.
• Analyze CMMS data to recognize trends and issues, delivering analysis reports to leadership.
• Maintain vendor relationships and coordinate Quarterly Business Reviews with service providers.
• Assist with staff onboarding and offboarding processes, including proper documentation.
• Prepare payment memos and handle incoming fund processing using client-specific financial tools.
• Create and circulate electronic digital mailers and circulars, following client branding and tone.
• Arrange stakeholder meetings and support minute-taking for operational and facilities-related gatherings.
• Coordinate facility inspections by managing records and schedules, as well as compiling reports.
• Undertake additional duties and special projects as assigned.

Required Qualifications

• Diploma or equivalent educational qualification.
• Minimum of two years’ experience in facilities or property management or related discipline.
• Proficient in CMMS software and Microsoft Office applications.
• Excellent organizational skills capable of prioritizing multiple responsibilities and meeting deadlines.
• Strong written and verbal communication capabilities for liaison with vendors, contractors, and occupants.
• Experience in financial processing and payment coordination systems.
• Basic knowledge of building systems such as HVAC, electrical, and plumbing.
• Ability to work autonomously and exercise sound judgment in fast-paced settings.

Preferred Qualifications

• Academic background in facilities management, business administration, or a related area.
• Hands-on experience with CMMS platforms like Maximo, ServiceChannel, or Corrigo.
• Familiarity with building codes, OSHA regulations, and environmental compliance standards.
• Prior work in commercial real estate or corporate facility environments.
• Facility Management Professional (FMP) certification or equivalent credentials.
• Skills in budget oversight, vendor contract management, and financial systems.
• Analytical experience for operational reporting and identifying performance trends.
• Background in marketing, content creation, or corporate communications is advantageous.