Facilities Coordinator

JLL empowers you to shape a brighter way . Our people at JLL 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. Facilities Coordinator – WestJet Account Location: Calgary, Alberta, Canada Schedule: Monday to Friday, 8:00 AM – 5:00 PM (with on-call and weekend coverage as required) Reports To: Account Manager/Facilities Manager Employment Type: Full-time, Regular, On-site About JLL We're JLL—a leading professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying, and investing in real estate. If you're looking to step up your career, JLL is the perfect professional home. With us, you'll develop your skills, expand your network, and shape a brighter way forward for our clients, our people, and our communities. Position Overview JLL is seeking an experienced Facilities Coordinator to support the WestJet account at our Calgary campus location. This dynamic role combines hands-on facility operations with comprehensive administrative coordination, requiring strong organizational skills, technical knowledge of building systems, and excellent vendor management capabilities. The position serves as a critical liaison between operations, vendors, finance, and client stakeholders to ensure seamless facility operations and exceptional service delivery across multiple WestJet sites. This role evolved from a Lead Building Operator position to provide enhanced facilities coordination and administrative support. What This Job Involves Work Order Management & Coordination You'll serve as the central point for all work order activities through the Corrigo system, managing the complete lifecycle from entry through completion. Your responsibilities include entering, routing, and tracking work orders to ensure timely resolution. You'll ensure all work orders have appropriate cost codes attached for accurate budget tracking and attach invoices to completed work orders for processing. Monitoring work order statuses and following up on near-due and unverified work orders will keep operations running smoothly. You'll generate reports for overdue work orders to maintain accountability, create proposals and manage Authorize No Charge approvals, and review Preventive Maintenance (PM) schedules in collaboration with the reliability team. Assigning work orders to operators according to schedule and managing Corrigo scheduling will optimize resource allocation. You'll also complete Fire Life Safety (FLS) Binder documentation from Corrigo work orders to share with the WestJet HSE team, ensuring compliance documentation is current and accessible. Administrative & Operational Support Providing comprehensive administrative support to the Operations Manager and MTS Tech for all non-Calgary sites will be a core function. You'll manage the badging support process including visitor badges and WestJet badging for vendors, maintaining accurate access records. Maintaining emergency call trees with current contact information ensures rapid response capabilities. You'll oversee the uniform program for facility staff, manage vehicle fleet coordination for the account, and prepare MIS (Management Information System) reports for operational data analysis. Managing inventory of office supplies and equipment, creating work orders for equipment and supply purchases, and ordering parts and supplies as needed will support daily operations. You'll research and identify cost-effective solutions including coordinating vendor bids to optimize account spending. Participating in quality walkthroughs such as janitorial inspections and responding promptly to facility-related issues and requests will maintain service standards. Vendor & Contractor Management As the primary liaison with contractors and service providers, you'll coordinate access, work schedules, and quality oversight across all WestJet facilities. Managing the vendor check-in/check-out process ensures security and accountability. You'll maintain current Job Hazard Analyses (JHAs) for all contractor work to support safety compliance. Communicating with vendors regarding invoices and work status keeps projects on track financially and operationally. You'll coordinate with vendors to schedule airport work and arrange necessary escort services for airside access. Managing waste and recycling vendor services supports environmental goals. Assisting with the WestJet badging process for vendors ensures proper credentialing. You'll ensure contractors adhere to safety protocols, building standards, and WestJet requirements, and liaise and schedule with external contractors and vendors for moves and special projects. Processing work orders through the Corrigo system and reviewing and approving contractor work completion and documentation will maintain quality standards. Facility Operations & Maintenance You'll coordinate and oversee daily facility operations for WestJet buildings, ensuring optimal performance of all base building systems. Your responsibilities include monitoring and supporting critical building systems including HVAC, electrical, mechanical, plumbing, Fire Life Safety (FLS), and Building Management Systems (BMS). You'll work with BMS platforms including Desigo, Trane Tracer, and Schneider systems, particularly for data center operations. Supporting boiler and chiller operations to ensure efficient performance and compliance with operational standards will be part of your routine. Coordinating elevator maintenance and compliance inspections, along with collaborating with the reliability team to update asset information in Corrigo, will maintain system integrity. You'll conduct regular site inspections to identify maintenance needs proactively and provide on-call support for after-hours and weekend facility emergencies as required. Acting as backup coverage for building operators during absences or peak demand periods and responding to urgent facility issues while coordinating emergency response with contractors will ensure operational continuity. Compliance & Safety Ensuring compliance with municipal, provincial, and federal regulations related to building operations is critical. You'll work with Reliability Engineers on Preventive Maintenance schedules to meet compliance requirements. Coordinating and tracking mandatory inspections including fire safety, elevator, and racking and storage systems will be routine responsibilities. You'll maintain accurate compliance documentation and inspection records, assist with safety inspections, and organize safety drills to maintain readiness. Supporting health and safety initiatives across all managed facilities and supporting logistics for facility events will promote a safe work environment. Budget & Finance Coordination You'll coordinate with the Finance department on facility-related expenses, ensuring accurate budget tracking and invoice processing. Working with project teams on special project planning and budget considerations will support strategic initiatives. You'll prepare EHS (Environment, Health & Safety) plans for special projects to ensure compliance and safety. Supporting MIS reporting for financial and operational data analysis will provide visibility into account performance and cost management. Event and Space Management Coordinating office moves and space reconfigurations will support WestJet's evolving workplace needs. You'll work with the Operations Manager on layout planning to optimize space utilization. Sup