Senior Analyst: Facilities Coordinator @ JLL

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Senior Analyst – Facilities Coordinator

Roles and Responsibilities

The key responsibilities of this role include:

Work Order Management

• Clear flagged work orders routinely, taking appropriate action and applying standard comments to resolve or progress each item
• Review scheduled maintenance requests against agreed maintenance schedules to confirm compliance and timing
• Chase aged work orders on a routine cycle to prevent backlogs and ensure timely resolution
• Monitor work order status across the portfolio and escalate items that fall outside normal thresholds

Vendor and Contractor Coordination

• Send routine follow-ups to contractors regarding scheduled maintenance requests to confirm completion and compliance
• Coordinate with internal teams and external vendors to ensure work orders are actioned within expected timeframes
• Act as a point of contact for contractors on routine status queries related to work order progress

Invoice and Financial Validation

• Match, track, and validate invoices against the corresponding work order to confirm accuracy and completeness
• Identify discrepancies between invoiced amounts and work order details, and route for resolution as needed
• Maintain accurate records of invoice status to support financial reconciliation processes

Exceptions and Escalations Management

• Log exceptions and escalations as they arise, ensuring accurate and timely record-keeping
• Route escalated items to the appropriate internal team or stakeholder for resolution
• Follow up on logged exceptions to confirm closure and prevent recurrence

Business Reporting

• Produce routine business reports on work order status, aged items, invoice matching, and exceptions
• Create clear, concise, and visually appealing reports and dashboards for internal and external stakeholders
• Translate operational data into easy-to-understand insights for stakeholders, including account directors, champions, facility managers, and regional stakeholders

Presentation and Communication

• Present findings and routine reporting outcomes to both technical and non-technical audiences, including account/regional directors, account champions, facility managers, and internal and external stakeholders
• Support data literacy within the team by clearly communicating processes and reporting outputs

Compliance

• Administer and maintain all service requests within the KPIs.
• Make sure quotations, proposals, purchase orders and invoices follow applicable client and JLL procurement, approval and documentation requirements.

Experience and Qualifications

• 1+ year of experience in facilities coordination, work order management, or a related operational/data support role, with a proven track record of delivering accurate, timely outcomes
• Medium to expert-level proficiency in MS Excel; Power BI experience is good to have but not required
• Strong attention to detail, particularly in matching, validating, and reconciling data across systems
• Excellent communication and organizational skills, with the ability to convey operational information clearly to diverse audiences
• Strong problem-solving skills, with the ability to identify root causes of work order or invoice discrepancies
• Ability to work independently and collaboratively in a fast-paced environment, managing multiple routine cycles simultaneously

Location

On-site –Taguig, Philippines

Job Tags

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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