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JLL Logo JLL · Office Administration

Facilities Operations Coordinator

United Kingdom, London · Job Posted February 20, 2026
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Job Description

The Facilities Coordinators role is varied and fast paced day to day which will include updating systems (both Integral & client), providing effective and efficient administration for our client as well as uploading of quotes to CAFM system, filing and carrying out other general administrative duties.

Job Responsibility

  • Management of accounts such as PPM & reactive WIP and invoicing
  • Provide helpdesk duties
  • Acts as an interface with client, visitors, and guests
  • Generate purchase orders
  • Manage an accurate filing system
  • Ensure payment submissions are processed in timely manner
  • To work on variety of client systems
  • General administrative duties including scanning, filing and systems updates
  • Updating, uploading and checking of the clients’ online systems
  • Carry our other general office duties including photocopying and scanning
  • Uploading of quotations to CAFM system
  • Raising and chasing of supplier orders including dealing with supplier queries
  • Input engineers time sheets onto the relevant systems
  • Liaise closely with the site teams and head office, ensuring accurate processing of quotations, purchase orders, invoices, time sheets and holiday records
  • Assist TSM with tactical planning for the facilities team’s goals and objectives
  • To record minutes during monthly & quarterly client meetings
  • Assists with receiving and dispatching of work requests to technical staff, vendors or other services providers
  • Ensures appropriate follow up with customers
  • Seeks to continuously improve processes, systems, and overall client satisfaction
  • Provides direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption
  • To enable full auditable trails with for example but not limited to Invoices, timesheets, material orders and goods received notes

Requirements

  • Excellent IT skills
  • Experience in a similar administrative role
  • Excellent customer service skills and communication
  • Ability to deal with all levels of staff/management/customers
  • Enthusiasm and proactive in achieving the highest standard of operation
  • Strong organizational skills and collaborative style
  • Proficient on MS office, IT and report writing skills
  • Ability to multitask and work without direct supervision
  • Ability to plan and manage work under time constraints
  • A high level of initiative, with drive to continuously improve the operation
  • A smart presentable professional appearance
  • Integrity, honesty, and punctuality
  • Collaborative Team Player
  • Excellent knowledge and use of Microsoft Excel

What we offer

  • Excellent training and development opportunities
  • Opportunity to progress and develop
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