Facilities Coordinator

The Facility Coordinator supports the administrative, financial, and day-to-day soft services operations for the JLL account within a Good Manufacturing Practice (GMP) pharmaceutical environment. This role works closely with the Finance Manager, Assistant Facility Manager (AFM), and Facility Manager (FM) to support operational efficiency, regulatory compliance, workplace safety, and service delivery standards across the site.

Key Responsibilities

1. GMP Compliance & Documentation

• Support the coordination of soft services operations, including cleaning, pest control, and waste management, in accordance with current Good Manufacturing Practices (cGMP), site procedures, and quality standards.
• Maintain accurate records, logbooks, and training documentation to support internal and external audit readiness.
• Assist in documenting facility-related deviations and support follow-up actions and corrective measures as directed by site management.
• Ensure documentation practices follow established data integrity and record management procedures.

1. Financial Administration & Account Support

• Raise and track Purchase Orders (POs) for soft services, consumables, and operational requirements.
• Support budget tracking activities by updating expenditure records and highlighting variances to management.
• Verify vendor invoices against approved POs and supporting documentation prior to submission for processing.
• Coordinate with internal stakeholders and vendors to resolve invoice or billing discrepancies in a timely manner.
• Support monthly financial reporting and account reconciliation activities together with the Finance Manager.

1. Soft Services & Site Coordination

• Coordinate daily soft services activities on-site while adhering to cleanroom and site operational protocols.
• Liaise with service providers and vendors to ensure work activities are completed according to agreed service standards and site requirements.
• Support the AFM/FM in monitoring facility activities, maintaining operational checklists, and addressing day-to-day site issues.
• Coordinate service schedules, access arrangements, and operational communications with relevant stakeholders.

1. Workplace Safety & EHS Support

• Promote safe work practices and support site safety initiatives for staff, contractors, and vendors.
• Participate in site inspections, hazard identification activities, and safety observations together with site management.
• Support the maintenance of Environment, Health, and Safety (EHS) records, incident documentation, and compliance tracking.
• Ensure vendors and contractors comply with applicable site safety requirements and procedures.

Job Requirements & Qualifications

• Diploma or Degree in Facilities Management, Engineering, Life Sciences, Business Administration, or a related discipline.
• Minimum 2–3 years of experience in facilities management, preferably within a GMP pharmaceutical, biopharma, medical device, healthcare, or other regulated environment.
• Basic understanding of cGMP practices, cleanroom protocols, and controlled documentation processes.
• Experience supporting purchase orders, invoice processing, budgeting activities, or vendor coordination.
• Proficiency in Microsoft Excel and familiarity with procurement or ERP systems such as SAP, JDE, or similar platforms.
• Familiarity with workplace safety and EHS practices; relevant safety certifications are advantageous.
• Good communication and interpersonal skills with the ability to work collaboratively with internal stakeholders, vendors, and service providers.
• Ability to manage multiple tasks in a fast-paced operational environment.

Equal Opportunity Statement

JLL is committed to providing fair and equal employment opportunities. All applicants will be considered based on merit, qualifications, skills, and relevant experience.