Facilities Coordinator

About the role

JLL is seeking a detail-oriented Facilities Coordinator to join our team in Plainfield, IL. In this pivotal support role, you'll be the backbone of our mailroom and soft services operations, ensuring seamless day-to-day facility functions at our manufacturing campus. This role offers the opportunity to make a tangible impact on workplace efficiency and employee experience while working in a dynamic, client-focused environment where your organizational skills and proactive approach will be valued and recognized.

Responsibilities

• Process all incoming and outgoing shipments through USPS, UPS, FedEx, and other carriers, including coordination of special projects and hazardous materials handling in compliance with domestic and international shipping guidelines
• Serve as the primary point of contact for vendors and service providers, scheduling onsite visits, repairs, inspections, and coordinating activities related to shredding, copiers, and facility supplies
• Track and process work orders, maintenance logs, and vendor invoices; maintain accurate documentation and ensure timely resolution of mailroom and soft services requests per client SLAs
• Maintain adequate inventory levels for mailroom, breakrooms, vending areas, and general office supplies; service these areas by stocking supplies and ensuring cleanliness
• Collaborate with internal client contacts to communicate facility needs effectively and support special projects, catering activities, uniforms, and employee events
• Provide general administrative support to the Facilities Manager, including data entry, reporting, coordination of projects, and backup support for client-related activities
• Conduct regular walk-throughs of the building and service areas to identify maintenance needs and ensure compliance with safety standards

Requirements

• High school diploma or GED required; Associate's degree or equivalent work experience in facilities management, business administration, hospitality, or a related field
• 2-4 years of experience in facilities coordination or administrative support, with demonstrated emphasis on vendor management and customer service
• Excellent communication, organizational, and attention-to-detail skills with a strong customer service orientation
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word); ability to manage multiple priorities and deadlines in a dynamic environment
• Ability to work independently and collaboratively as part of a broader team; comfortable in a manufacturing/production environment with regular client and vendor interaction
• Physical ability to stand for extended periods, carry up to 25+ pounds, and perform bending and lifting of materials as needed
• Flexibility to work additional hours (including nights, weekends, and holidays) as needed based on critical work requirements

Preferred Qualifications

• Familiarity with CMMS or facilities management software (Corrigo experience is a plus)
• Experience with vendor relations, contract administration, and facility operations
• Knowledge of domestic and international shipping guidelines, including hazardous materials handling procedures
• Comfortable wearing and using Personal Protective Equipment (PPE) in manufacturing settings
• Familiarity with generative AI tools (such as JLL GPT, ChatGPT, Copilot) to enhance productivity and work output quality
• Strong interpersonal skills with the ability to build relationships across organizational levels and adapt communication style to diverse audiences
• Proactive mindset with demonstrated initiative in identifying process improvements and implementing solutions

Schedule

Monday – Friday, 7:30am – 4:00pm (additional hours may be required based on business needs)