Facilities Coordinator

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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. Supporting set-up for facility events and office moves, along with liaising and scheduling with external contractors and vendors for move coordination, will ensure smooth transitions and minimal disruption to operations.

Janitorial & Environmental Services

Overseeing janitorial services and standards across facilities ensures cleanliness standards meet WestJet and JLL expectations. You'll participate in quality walkthroughs to assess service delivery. Coordinating special cleaning projects and responding to service concerns promptly will maintain high standards. Managing waste and recycling vendor services supports sustainability goals.

Sound Like You?

Required Qualifications

Experience & Technical Knowledge:

- Minimum 3-5 years of facility coordination or building operations experience
- Strong administrative and coordination experience in a multi-site facility environment
- Working knowledge of base building systems: HVAC, electrical, mechanical, plumbing, FLS
- Familiarity with Building Management Systems (BMS) such as Desigo, Trane Tracer, and/or Schneider
- Experience with boiler and chiller plant operations
- Understanding of municipal building codes and compliance requirements
- Proven experience coordinating contractors and managing vendor relationships
- Experience with budget coordination and invoice processing

Systems & Tools:

- Proficiency with Corrigo or similar CMMS/work order management systems (essential for this role)
- Strong computer skills including Microsoft Office Suite (Excel for reporting, Word, Outlook)
- Ability to learn and adapt to new facility management software platforms
- Experience with MIS reporting and data analysis preferred

Skills & Competencies:

- Exceptional organizational and time management abilities with ability to manage multiple priorities
- Excellent communication skills (written and verbal) for stakeholder coordination
- Strong administrative skills with attention to detail for documentation and reporting
- Problem-solving mindset with ability to make sound decisions under pressure
- Customer service orientation with professional demeanor
- Ability to work independently and collaboratively within a team environment
- Financial acumen for budget tracking and cost-effective decision making
- Flexibility to provide on-call and weekend coverage as operational needs require

Other Requirements:

- Valid Class 5 Driver's License (required for travel between multiple WestJet facilities)
- RAIC (Restricted Area Identity Card) eligibility – must be able to obtain airside airport security clearance and pass required background check for airport access
- Ability to work flexible hours including occasional evenings and weekends
- Physical ability to conduct site inspections including climbing ladders, walking facilities, and accessing mechanical spaces

Preferred Qualifications

- Post-secondary education in Facility Management, Building Operations, Business Administration, or related field
- Certification in facility management (CFM, FMA, or equivalent)
- Experience working in aviation or corporate multi-site environments
- Data center facility operations experience
- Knowledge of energy management and sustainability practices
- Experience with JHA (Job Hazard Analysis) development and maintenance
- Familiarity with EHS (Environment, Health & Safety) planning

What You Can Expect From Us

Compensation:

- Competitive salary range: $61,000 - $69,000 CAD annually
- Mileage reimbursement for business-related travel between sites (home-to-work commute at employee's expense)

Benefits & Development:

- Comprehensive benefits program
- Professional development and training opportunities
- Supportive team environment with experienced operators and facility professionals
- Opportunity to work with a leading commercial real estate services firm and premier aviation client account
- Exposure to diverse facility systems and operations in a dynamic airport environment

Location

Primary work site: WestJet HQ Calgary campus – this is an on-site position with travel required between multiple WestJet facilities as needed.

Apply Today

If you're interested in this role but don't meet every requirement, we still encourage you to apply. You might be the right candidate for this or other opportunities at JLL.

JLL is an equal opportunity employer committed to building an inclusive and diverse workforce. We are committed to providing accommodations for persons with disabilities. If you require accommodation, we will work with you to meet your needs.

To learn more about JLL career opportunities, visit: www.us.jll.com/careers

Location:

On-site –Calgary, AB

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.