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Our people at JLL 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.

Facilities CoordinatorPOSITION DETAILS

Job TitleFacilities Coordinator

DepartmentFacilities Management

LocationPrimary: Old Broad Street, London EC2N 1AR
Secondary: Newcastle office (monthly site visits)

Reports ToFacilities Manager / Regional Facilities Manager

Employment TypeFull-Time, Permanent

Working PatternOffice-based, 5 days per week (Monday to Friday)
Occasional out-of-hours work required

Salary RangeCompetitive, dependent on experience

ABOUT JLL

JLL is a leading professional services firm that specializes in real estate and investment management. Our vision is to reimagine the world of real estate, creating rewarding opportunities and amazing spaces where people can achieve their ambitions. We deliver integrated facilities management services to corporate occupiers, helping them optimize their workplace environments and enhance employee experience.

ABOUT THE ROLE

We are seeking a proactive and detail-oriented Facilities Coordinator to support the day-to-day operations of our client's London office, with additional responsibility for coordinating facilities activities at their Newcastle location. This is a hands-on role requiring excellent organizational skills, strong communication abilities, and a customer-focused approach.

The successful candidate will be the first point of contact for all facilities-related queries, ensuring the smooth operation of building services, health and safety compliance, and an exceptional workplace experience for all building users.

KEY RESPONSIBILITIESOperational Management (70%)

London Office (Primary Focus):

Serve as the primary on-site facilities contact for all building users

Coordinate planned preventative maintenance (PPM) activities with contractors and service providers

Manage reactive maintenance requests through the CAFM system, ensuring timely resolution

Oversee daily building operations including HVAC, lighting, security systems, and access control

Coordinate cleaning services and conduct regular quality inspections

Manage workplace supplies inventory and ordering processes

Liaise with building landlord and management on shared services and building issues

Review service delivery reports and KPIs

Newcastle Office (Remote Coordination):

Provide remote facilities management support to Newcastle office

Coordinate maintenance activities and supplier engagement via local contacts

Review service delivery reports and KPIs

Conduct monthly site visits to inspect facilities, meet with local contacts, and ensure service standards

Implement consistent FM processes and procedures across both locations

Support local site contact with escalated facilities issues

Health, Safety & Compliance

Maintain compliance with all relevant health and safety legislation

Conduct regular workplace inspections and risk assessments

Maintain statutory compliance records (fire safety, water testing, electrical testing, etc.)

Ensure contractor permits to work and method statements are in place

Report incidents, accidents, and near misses

Support business continuity and emergency response procedures

Liaise with Health & Safety Manager on policy implementation and audits

Vendor & Contract Management

Act as day-to-day liaison with service providers and contractors

Monitor contractor performance against SLAs and KPIs

Process and verify supplier invoices for accuracy

Maintain contractor database and documentation

Escalate supplier performance issues as appropriate

Projects & Continuous Improvement

Support small capital projects and workplace improvement initiatives

Participate in sustainability initiatives (waste management, energy reduction, recycling)

Contribute to annual budget planning and monthly financial reporting

Identify opportunities for cost savings and service improvements

Maintain accurate records and management information

Prepare reports on FM activities, costs, and performance metrics

PERSON SPECIFICATIONEssential Qualifications & Experience

Minimum 2 years' experience in a facilities management, office coordination, or similar operational role

Proven experience coordinating multiple service providers and contractors

Demonstrable knowledge of building operations and maintenance

Experience using Computer-Aided Facilities Management (CAFM) systems or similar work order platforms

Understanding of health and safety requirements in a commercial office environment

Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

Excellent written and verbal communication skills

Strong organizational and time management abilities

Desirable Qualifications & Experience

IOSH Managing Safely or equivalent health and safety qualification

IWFM (Institute of Workplace and Facilities Management) qualification or working towards

Experience in a client-facing or customer service environment

Experience managing multiple sites or remote locations

Knowledge of building management systems (BMS)

Previous experience working for a facilities management service provider

KEY COMPETENCIES & ATTRIBUTESTechnical Skills

Building services knowledge (HVAC, electrical, plumbing, fabric maintenance)

Understanding of planned preventative maintenance schedules

Familiarity with statutory compliance requirements (fire safety, health & safety, etc.)

Budget monitoring and cost control awareness

Personal Attributes

Customer-focused: Committed to delivering exceptional service and responsiveness

Proactive: Anticipates issues and takes initiative to resolve them

Resilient: Remains calm and effective under pressure or during building emergencies

Detail-oriented: High level of accuracy in record-keeping and compliance management

Flexible: Willing to adapt to changing priorities and work out of hours when required

Collaborative: Works effectively with colleagues, clients, and external partners

Professional: Maintains confidentiality and represents JLL and the client positively

Interpersonal Skills

Strong stakeholder management abilities

Diplomatic approach to resolving conflicts or complaints

Confident communicator at all organizational levels

Team player with a positive, can-do attitude

Cultural awareness and sensitivity in a diverse workplace

WORKING CONDITIONS

Location & Travel:

Primary base: Old Broad Street, London EC2N 1AR (5 days per week, office-based)

Monthly site visits to Newcastle office (typically 1-2 days per month)

Travel expenses covered in accordance with JLL Travel and Expenses Policy

Occasional travel to other client sites or JLL offices as required

Working Hours:

Standard hours: Monday to Friday, 08:00 - 17:00 (or 09:00 - 18:00, as agreed)

Total: 37.5 - 40 hours per week

Out-of-hours work: Occasional evening or weekend work required for emergency callouts, planned maintenance activities, or building projects

Compensation: Time off in lieu (TOIL) or overtime payment for out-of-hours work, as per company policy

Physical Requirements:

Able to walk around multi-story office buildings and conduct inspections

Comfortable working in plant rooms, mechanical areas, and rooftop locations

Capable of lifting and moving light equipment or supplies (up to 10kg)

Able to remain on-site for extended periods during emergency situations

BENEFITS PACKAGE

JLL is committed to supporting our employees' wellbeing and career development. Our comprehensive benefits package includes:

Competitive salary based on experience

25 days annual leave plus bank holidays (increasing with service)

Pension scheme with employer contribution

Private medical insurance (after qualifying period)

Life assurance (4x salary)

Income protection

Employee Assistance Programme (24/7 support for you and your family)

Cycle to Work scheme

Retail and lifestyle discounts (via JLL Perks platform)

Professional development: Support for IWFM qualifications, IOSH training, and career progression

Learning & development: Access to JLL's global learning platform and internal training programs

Flexible benefits platform with options to tailor your package

CAREER DEVELOPMENT

JLL is committed to investing in our people. As a Facilities Coordinator, you will have access to:

Structured onboarding and induction program

Regular performance reviews and career development discussions

IWFM membership and support for professional qualifications

Internal training on health & safety, technical systems, and soft skills

Opportunities to progress to Senior Facilities Coordinator, Assistant Facilities Manager, or Facilities Manager roles

Cross-functional project opportunities

Mentoring and networking within JLL's global FM community

DIVERSITY & INCLUSION

JLL is committed to creating a diverse and inclusive workplace where everyone can thrive. We welcome applications from all backgrounds and are proud to be an equal opportunity employer. We actively encourage applications from underrepresented groups and are committed to making reasonable adjustments during the recruitment process and employment.

Location:

On-site –London, GBR

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

JLL Privacy Notice

Jones 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.

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 HRSCLeaves@jll.com. 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.