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.

The Facility Coordinator manages the administrative, financial, and day-to-day soft services operations for the JLL account within a strict Good Manufacturing Practice (GMP) pharmaceutical environment. This position bridges the gap between on-site ground coordination, corporate financial compliance, and workplace safety. Working closely with the Finance Manager and the Assistant Facility Manager (AFM) / Facility Manager (FM), the candidate ensures that all facility activities strictly adhere to pharmaceutical regulatory standards and cleanroom protocols.

Key Responsibilities

1. GMP Compliance & Documentation

• Regulatory Adherence: Ensure all soft services (e.g., specialized GMP cleaning, pest control, waste management) comply with current Good Manufacturing Practices (cGMP), standard operating procedures (SOPs), and data integrity principles.
• Audit Readiness: Maintain flawless documentation, logbooks, and training records to ensure continuous audit readiness for internal and regulatory inspections (e.g., FDA, HSA).
• Deviation Management: Support the AFM in identifying, documenting, and reporting any facility-related deviations, and assist in implementing Corrective and Preventive Actions (CAPA).

2. Financial Administration & Account Compliance

• PO Management: Initiate, track, and manage the full lifecycle of Purchase Orders (POs) for all GMP soft services, consumable supplies, and site operational needs.
• Budget Tracking: Maintain and update the account's budget tracker to monitor expenditures, forecast monthly spend, and flag variances early to management.
• Invoice Processing: Collect, verify, and process all vendor invoices, ensuring precise matching against approved POs and timely submission to avoid payment delays.
• Cross-Functional Collaboration: Partner directly with the Finance Manager to facilitate monthly financial closings, reconcile accounts, and resolve billing discrepancies.

 

3. Soft Services & On-Site Coordination

• Ground Operations: Act as the primary point of contact on the floor to coordinate, schedule, and oversee daily soft services, paying meticulous attention to cleanroom gowning and sanitation protocols.
• Vendor Monitoring: Supervise on-site specialized vendors, ensuring deliverables meet strict pharmaceutical Key Performance Indicators (KPIs) and Service Level Agreements (SLAs).
• Leadership Support: Work hand-in-hand with the AFM/FM to execute site strategies, manage facility checklists, and resolve operational issues on the ground immediately.

4. Site Safety Champion (Supporting the AFM)

• Safety Culture: Act as the dedicated Site Safety Champion, actively driving and promoting a proactive safety culture across the plant floor for all staff and vendors.
• Hazard Identification: Assist the AFM in conducting regular site walks, hazard hunts, and safety inspections to identify and mitigate physical, operational, or contamination risks.
• EHS Compliance: Support the AFM in maintaining Environment, Health, and Safety (EHS) documentation, incident reporting, and ensuring compliance with JLL, client, and bio-safety standards.

 

Job Requirements & Qualifications

• Experience: Minimum 2–3 years of experience in Facilities Management within a GMP pharmaceutical, biopharma, or medical device manufacturing plant (experience on a JLL or similar MNC account is highly advantageous).
• GMP Knowledge: Solid understanding of cGMP guidelines, cleanroom protocols (ISO classes), documentation practices (ALCOA principles), and specialized facility sanitation.
• Financial Literacy: Strong proficiency in handling PO creation, processing invoices, and managing basic budget trackers / financial spreadsheets.
• Technical Skills: Advanced skills in Microsoft Excel (for tracking spend) and experience using corporate procurement/ERP software (e.g., SAP, JDE, or internal JLL systems).
• Safety Knowledge: Basic certification or demonstrable experience in workplace safety/EHS protocols (e.g., bizSAFE certification or equivalent is preferred).
• Communication: Excellent interpersonal skills with the ability to collaborate effectively with finance professionals, QA/QC teams, site management, and ground vendors.

Location:

On-site –Singapore

If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.