Scheduler

About JLL

JLL is a leading professional services and investment management firm specializing in real estate. We shape the future of real estate for a better world by using advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities. As a Fortune 500 company we help owners, occupiers and investors achieve their business ambitions. We operate in over 80 countries with a global workforce of over 92,000 individuals. We are committed to a diverse and inclusive culture where everyone feels welcomed, valued and empowered to achieve their full potential.

Responsibilities

• Coordinate and schedule vendor‑performed maintenance, repair, testing, inspections, and project work across assigned facilities.
• Serve as the primary point of contact for vendors before, during, and after site visits.
• Ensure all vendors are properly onboarded, trained, authorized, and registered in accordance with site requirements prior to performing work.
• Schedule facility activities on facility and client calendars to ensure visibility and coordination with site stakeholders.
• Coordinate site access, security requirements, parking, escorts, permits, and work authorizations for vendor activities.
• Escort vendors and contractors while on site when required and ensure compliance with facility, safety, and security procedures.
• Verify that all required Job Hazard Assessments (JHAs), safety permits, and supporting documentation are completed and approved before work begins.
• Ensure vendors understand and comply with Energy Control Procedures (Lockout/Tagout), shutdown requirements, and site safety expectations.
• Coordinate equipment shutdowns, startups, utility isolations, and service interruptions with facility operations and affected stakeholders per site procedures.
• Review scheduled work for operational impacts and identify risks to facility operations, research activities, manufacturing processes, or critical infrastructure.
• Provide advance notification to all affected parties regarding planned outages, maintenance activities, testing, vendor work, and system interruptions per site procedures.
• Coordinate activities within critical environments including laboratories, vivariums, data centers, utility plants, and other facility spaces.
• Ensure monitoring systems remain operational during vendor activities and verify communication pathways to monitoring hubs are maintained.
• Coordinate alarm management activities, including alarm bypasses, suppressions, notifications, and restorations before and after maintenance activities.
• Monitor vendor work progress and respond to schedule changes, operational concerns, and emergent issues to minimize disruption to facility operations.
• Maintain accurate records of vendor activities, commitments, communications, permits, shutdowns, and work status within the CMMS.
• Create and update work orders, service requests, schedules, status notes, and completion documentation within the CMMS.
• Track vendor performance, schedule adherence, documentation completion, and closeout requirements.
• Communicate schedule changes, delays, risks, and readiness concerns to facilities leadership and stakeholders in a timely manner.
• Support continuous improvement of scheduling, contractor management, shutdown planning, and critical environment work processes.
• Generate reports and provide scheduling metrics, vendor status updates, and operational planning information as requested.
• Perform all other duties and responsibilities assigned in support of facilities operations.

Education / Training

High school diploma or equivalent.

Experience

• 2+ years of facilities scheduling, dispatch, vendor coordination, work‑order administration, or similar experience.
• Experience using a CMMS; Corrigo experience preferred.

Skills and Knowledge

• Knowledge of facilities maintenance operations, preventive maintenance programs, work‑order management, and vendor coordination.
• Proficiency with CMMS platforms (Corrigo preferred), including work‑order scheduling, documentation, reporting, and closeout activities.
• Strong computer skills, including Microsoft Outlook, Teams, Excel, Word, and calendar management applications.
• Knowledge of contractor onboarding, site access requirements, vendor qualification processes, and security procedures.
• Understanding of Job Hazard Assessments (JHAs), contractor safety programs, permitting processes, and Energy Control Procedures (Lockout/Tagout).
• Knowledge of equipment shutdowns, utility isolations, service interruptions, and restoration processes.
• Understanding of critical environments such as laboratories, vivariums, utility plants, data centers, and other mission‑critical spaces.
• Familiarity with building automation systems, alarm monitoring platforms, impairment management, and alarm bypass procedures.
• Ability to coordinate multiple stakeholders, communicate operational impacts, and ensure affected parties are