Facilities Project Coordinator

This job is with JLL, an inclusive employer and a member of my Gwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

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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.

Position Overview
We are seeking a detail-oriented Project Coordinator to support relocation, facilities and space management projects at our dedicated client account. This role reports directly to the PMO Lead and requires 100% on-site presence to provide comprehensive coordination support for relocations, space planning initiatives, and facilities projects. This position focuses on project administration, logistics coordination, and stakeholder communication while supporting senior project management staff.

As part of JLL's integrated workplacemanagement services, this position offers excellent entry-level opportunities in project management and clear advancement paths within our organization.

Key Responsibilities
Project Administration & Support

• Assist Project Managers with day-to-day project coordination and administrative tasks
• Maintain project documentation, timelines, and tracking systems
• Prepare project status reports, meeting minutes, and communication materials
• Coordinate project schedules and maintain master project calendars
• Track project milestones, deliverables, and budget expenditures
• Support budget tracking and invoice processing for assigned projects
• Organize and maintain project files, contracts, and vendor documentation
• Creation of child work orders   Logistics Coordination & Planning

• Coordinate logistics for office moves, including scheduling, equipment, and resource allocation
• Manage furniture delivery schedules and coordinate with receiving personnel
• Schedule and coordinate move activities with building management and security
• Prepare move day logistics plans, checklists, and communication materials
• Coordinate elevator reservations, parking arrangements, and building access
• Track and report on move progress and completion status
• Support space planning activities and furniture specification processes
• Provide escort services as required
Stakeholder Communication & Support

• Serve as primary point of contact for day-to-day project communications
• Coordinate meetings, site visits, and project reviews with client stakeholders
• Communicate project updates, schedule changes, and important information to affected employees
• Assist with employee communications regarding relocations and space changes
• Support change management activities and employee transition planning
• Maintain stakeholder contact lists and communication databases  Vendor Coordination & Management

• Coordinate with approved vendors for furniture delivery, installation, and services
• Track vendor performance and ensure service level agreement compliance
• Process vendor invoices and maintain vendor contact information
• Schedule vendor site visits and coordinate building access
• Support vendor onboarding processes and documentation requirements
• Monitor vendor insurance certificates and compliance documentation  Data Management & Reporting

• Maintain accurate project databases and tracking systems
• Generate standard reports on project status, budgets, and timelines
• Update space inventory and occupancy databases
• Track furniture assets and maintain inventory records
• Prepare presentations and visual materials for project meetings
• Support data analysis for space utilization and project performance  Quality Assurance & Compliance

• Conduct pre-move and post-move inspections to ensure quality standards
• Verify compliance with building codes, safety…