Asset Management Coordinator

What this job involves

The Asset Management Coordinator is a key member of JLL's Projects Team, responsible for ensuring the accurate and complete lifecycle documentation of core assets across The Church Account real estate portfolio. This includes Meetinghouses, Seminaries and Institutes (S&I), Welfare and Self-Reliance (WSR) properties, and Family Search Centers (FSC). Working closely with Project Managers, Facility Managers (FMs), Lifecycle Managers (LCMs), Regional Operations Managers (ROMs), and vendor partners, this role owns the end-to-end process of identifying, tagging, documenting, and reporting core asset changes — from project planning through final closeout. The Coordinator is the central point of accountability for asset data quality, ensuring every addition, modification, or removal of a core asset is captured in the ACD Form and delivered to the FM for approval and entry into the Corrigo system within required timeframes. This is a detail-intensive, process-driven role that demands rigorous documentation discipline, proactive vendor coordination, and clear communication across a multi-stakeholder environment. Project closeout is contingent on the Coordinator delivering complete, accurate asset documentation — making this position directly tied to project performance and client satisfaction.

What your day-to-day will look like

Asset Information Gathering
The Coordinator holds complete, non-delegable ownership of collecting accurate core asset data throughout the project lifecycle — before work begins, during execution, and at substantial completion. This includes coordinating with Project Managers on asset tag strategy, ensuring vendor contracts contain explicit asset documentation requirements, and verifying that all vendor-supplied data meets the Critical Asset Information Requirements defined in the SOP. Specific data collected for each asset type includes serial numbers, model numbers, manufacturer, installation date, and area served — plus BTU/tonnage/fuel type for HVAC systems, roof type and square footage for roofing assets, and zone/certification dates for life safety systems. For removed assets, the Coordinator documents the Asset Tag ID, Serial Number, and Model Number. All completed documentation — including the ACD Form and required photographs — is delivered to the Project Manager for approval and then to the FM for final approval and submission within 60 days of work completion. The Coordinator responds promptly to any correction requests from PMs or FMs.

Asset Tagging Coordination
The Coordinator is fully accountable for ensuring all new core assets receive approved aluminum asset tags, placed in designated locations per the Core Asset Playbook. This includes obtaining tags from the FM or LCM, determining the appropriate tagging approach (vendor, PM, or technician), and distributing tags accordingly. Where vendors are responsible for tagging, the Coordinator confirms this is explicitly written into the project scope and contract. Throughout execution, the Coordinator monitors vendor compliance with Core Asset Playbook standards, issues tagging instructions to technicians per the ACD Tagging Scopes document, and coordinates with the PM where PM-led tagging is required. At substantial completion, the Coordinator assists the PM in verifying that all assets are properly tagged, supports photography of each tag, and records tag information (Asset ID and location) in the ACD Form.

ACD Form Completion & Asset Reporting
The Coordinator prepares and delivers a complete, submission-ready ACD Form — requiring no data re-entry or information extraction by the FM. This means inputting all collected asset data into the correct ACD Form fields, attaching photographs with proper file naming conventions, and verifying that all information meets the standards defined in Table 1 of the SOP before submission. The completed ACD Form and photographs are delivered to the FM via email, along with the Corrigo work order number to which the documents are uploaded. The FM reviews and approves the submission, then forwards it to the LCM for Corrigo system upload. The Coordinator remains responsive to any FM correction requests throughout this process.

Invoice Verification & Project Closeout
The Coordinator ensures that asset documentation standards are met before final invoices are approved. This includes confirming the ACD Form has been delivered to and acknowledged by the FM, verifying that all photographs are included and correctly named, and ensuring the FM has forwarded documentation to the LCM. Final invoice approval and project closeout are withheld until all asset documentation meets the required quality standards.

Corrigo Work Order Management
The Coordinator marks work orders as 'Core Asset' in Corrigo at creation or initial review whenever a project involves the addition, change, or deletion of a core asset. This is done by accessing the Work Order Custom Fields panel, setting the Core Asset field to 'Yes,' and saving — which automatically notifies the lifecycle management team and Corrigo Planning Analyst of pending asset registry changes.

Required Qualifications

• Bachelor's degree in Real Estate, Facilities Management, Business Administration, or a related field.
• 2–4 years of experience in real estate asset management, facilities coordination, or project management.
• Demonstrated ability to manage multi-step documentation workflows with strict deadlines.
• Experience working with facilities or property management platforms; Corrigo experience strongly preferred.
• Proficiency in Microsoft Excel; experience with asset tracking, ACD Forms, or equivalent documentation.
• Strong written and verbal communication skills; ability to coordinate across vendor, FM, and LCM stakeholders.

Preferred Qualifications

• Familiarity with faith-based, institutional, or not-for-profit real estate portfolios.
• Prior experience with JLL's Church Account or similar multi-site portfolio environments.
• Knowledge of core asset categories: HVAC systems, roofing, life safety systems, and related trades.
• Experience with SharePoint-based document management and work order systems.