Senior Facility 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.   

The Senior Facility Coordinator serves as the central point of coordination for the facilities team, with primary emphasis on event management and office facilities administration. This role ensures seamless operation of facility services by managing the events calendar, coordinating team assignments, administering the office facilities communication channels including the shared mailbox, and overseeing the service request lifecycle in Service Now. The position requires exceptional organizational skills, proactive communication abilities, and a talent for balancing competing priorities while maintaining service excellence.

Primary Responsibilities

Event Management & Coordination (40% of role)

• Manage the master events calendar for all building facilities, ensuring accurate scheduling and resource allocation
• Assign event setup responsibilities to facilities team members based on location, complexity, and staff availability
• Coordinate event logistics including room configuration, equipment needs, and special requirements
• Ensure proper Service Now tickets are created for all events and meetings in multi-purpose rooms (MPRs) and other meeting spaces
• Conduct pre-event walkthroughs for complex setups to anticipate potential issues
• Verify completion of event setups and breakdown according to standards and specifications
• Develop and maintain standardized setup configurations for frequently used spaces
• Serve as escalation point for last-minute event changes or special requests

Service Request Administration (35% of role)

• Oversee the complete lifecycle of Customer Request Service (CRS) tickets in Service Now
• Monitor ticket response times and status updates to ensure compliance with service level agreements
• Perform regular audits of open tickets to identify bottlenecks or delayed responses
• Coach facilities team members on proper documentation and closure protocols for tickets
• Generate regular reports on ticket volume, resolution times, and recurring issues
• Identify trends in service requests to recommend process improvements
• Ensure proper categorization and prioritization of incoming service requests
• Follow up with team members regarding overdue or stalled tickets on their assigned floors

Team Coordination & Communications (25% of role)

• Manage the office facilities shared mailbox, ensuring timely responses to all inquiries
• Serve as primary dispatcher for incoming facilities requests, assigning tasks appropriately
• Conduct daily team huddles to review event schedule, outstanding tickets, and special projects
• Maintain clear communication channels between facilities team and building occupants
• Create and distribute weekly team schedules based on event calendar and anticipated workload
• Provide training to team members on Service Now ticket management and documentation
• Assist Facilities Manager with performance tracking and quality control measures
• Support cross-training initiatives to ensure coverage during absences or peak periods

Additional Responsibilities

• Assist Facility Management Team with tactical planning for the team's goals and objectives
• Provide facility specific assistance to the project management team as needed
• Manage and maintain small facility management tasks as assigned
• Provide support for meetings and conference room reservations as directed
• Assist with the coordination and scheduling of maintenance activities
• Provide general overall facility management services including continuous monitoring of office/facility
• Act as an interface with client, visitors and guests
• Ensure appropriate follow up with customers
• Provide direction to vendors, facilities staff and service providers to ensure excellent execution of work with minimal disruption
• Properly administer and maintain all security systems
• Assist with budgetary requests, analysis and reporting
• Assist with researching, analyzing and reporting budget variances

Key Performance Indicators

• Service Now ticket closure rates within established SLAs (target: 95%)
• Accuracy of event calendar and resource allocation (target: 98%)
• Response time to facilities mailbox inquiries (target: <4 business hours)
• Team productivity and workload distribution efficiency
• Customer satisfaction ratings for event execution
• Documentation compliance for service requests and event setups
• Team adherence to established protocols and procedures

Schedule and Workload

• Full-time position, Monday through Friday during standard business hours
• Occasional early morning or evening hours may be required for special events
• Must be available for daily team coordination meetings
• Peak activity periods typically align with heavy event scheduling seasons

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:

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

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.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action 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 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.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

California Residents only

If you are a California resident as defined in the California Consumer Privacy Act (CCPA) please view our Supplemental Privacy Statement which describes your rights and disclosures about your personal information. If you are viewing this on a mobile device you may want to view the CCPA version on a larger device.

Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.