Maintenance Coordinator

Experience: 3 to 5 years

Location: Franklin, MA

Skills: CMMS platforms, Maximo, FM: Interact, Microsoft Excel, Microsoft Office, HVAC, electrical, mechanical, life safety, elevators, OSHA safety regulations, lockout/tagout procedures, safety documentation, Job Safety Analysis (JSA), change management

Company Overview
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.

Job Description
Maintenance Coordinator Find your next move at JLL and build a fulfilling career! At JLL, we value what makes you unique, and we're committed to giving you the opportunity, knowledge, and tools to own your success. Explore opportunities to advance your career from within, whether you're looking to move up, broaden your experience, or deepen your expertise. JLL is seeking a detail-oriented and proactive Maintenance Coordinator to serve as the operational backbone of our facilities maintenance program. This critical role focuses on planning, scheduling, coordinating, and optimizing all preventive and planned maintenance activities across assigned properties. As our Maintenance Coordinator, you'll work closely with Chief Engineers, Facilities Managers, and vendor partners to ensure seamless execution of maintenance programs, rigorous compliance with safety protocols, and strategic alignment of maintenance schedules with operational requirements. You'll report to the Senior Facilities Manager and serve as the central coordination point for all planned maintenance activities, ensuring nothing falls through the cracks and every task is executed safely, efficiently, and on schedule.

Work Schedule:
Monday–Friday, dayshift, with occasional flexibility required for schedule coordination and critical planning meetings

WHAT YOUR DAY-TO-DAY WILL LOOK LIKE
Maintenance Planning and Schedule Management
Develop, maintain, and optimize comprehensive annual maintenance schedules for all planned preventive maintenance (PM) activities across assigned portfolio properties
Coordinate with Chief Engineers and Facilities Managers to align maintenance schedules with operational priorities, tenant activities, and building access requirements
Create detailed 12-month look-ahead schedules for all vendor-performed maintenance services including HVAC, electrical, mechanical, life safety, elevators, and specialty systems
Proactively manage maintenance calendars, ensuring optimal spacing of activities, avoiding schedule conflicts, and maximizing resource efficiency
Track all scheduled maintenance activities through CMMS platforms, ensuring accurate work order generation, assignment, and status tracking
Adjust schedules dynamically in response to emergency repairs, operational changes, weather conditions, or resource constraints
Generate and distribute weekly and monthly maintenance schedules to Chief Engineers, Facilities Managers, vendors, and stakeholders
Monitor maintenance schedule adherence and completion rates, identifying trends and implementing corrective actions for chronic delays or missed activities
Coordinate planned outages and shutdowns for major maintenance activities, ensuring proper notification, preparation, and minimal operational disruption

Preventive Maintenance Program Optimization
Conduct regular audits of preventive maintenance programs, evaluating frequency, scope, and effectiveness of scheduled activities
Right-size PM schedules based on manufacturer recommendations, equipment condition, regulatory requirements, and operational feedback from engineering teams
Identify redundant, ineffective, or unnecessary maintenance tasks and recommend schedule modifications to optimize resource allocation
Analyze equipment performance data, maintenance history, and failure patterns to adjust PM frequencies and improve reliability
Standardize PM procedures and checklists across portfolio properties, ensuring consistency and quality of maintenance execution
Collaborate with Chief Engineers to develop new PM tasks for recently installed equipment or systems requiring ongoing maintenance oversight
Track PM program metrics including completion rates, compliance percentages, cost per task, and equipment reliability improvements
Recommend transition from reactive to predictive maintenance approaches where data and technology enable more effective strategies

Vendor Coordination and Relationship Management
Serve as primary coordination point for all contract maintenance vendors, service providers, and specialty contractors
Schedule and coordinate all vendor-performed maintenance activities including quarterly, semi-annual, and annual service requirements
Maintain comprehensive vendor service calendars showing all contracted maintenance obligations for 12+ months in advance
Verify vendor compliance with scheduled service visits, ensuring all contractual maintenance obligations are fulfilled on time
Coordinate vendor access, building entry requirements, escorts, and facility logistics for all scheduled maintenance activities
Review and validate vendor service reports, maintenance documentation, and work completion records for accuracy and completeness
Track vendor performance metrics including schedule adherence, quality of work, documentation compliance, and responsiveness
Escalate vendor performance issues or schedule conflicts to Facilities Managers and assist with resolution and corrective action planning
Coordinate warranty-related maintenance activities, ensuring proper documentation and timely scheduling within warranty periods
Maintain vendor contact database, service agreement summaries, and quick-reference guides for emergency vendor callout procedures

Pre-Task Planning and Work Package Development
Develop detailed pre-task plans for complex maintenance activities including scope definition, resource requirements, safety considerations, and execution steps
Coordinate pre-task planning meetings with Chief Engineers, technicians, vendors, and stakeholders prior to major maintenance work
Create comprehensive work packages containing procedures, safety requirements, lockout/tagout protocols, drawings, manuals, and reference materials
Ensure all pre-task plans address permit requirements, regulatory compliance needs, environmental considerations, and operational impacts
Verify availability of all required parts, tools, equipment, and materials before maintenance activities are scheduled
Coordinate with procurement and warehouse teams to ensure timely delivery of parts and materials needed for planned maintenance
Document lessons learned from completed maintenance activities and incorporate improvements into future pre-task planning processes

Safety Compliance and Pre-Work Verification
Verify that all maintenance activities comply with OSHA regulations, building codes, environmental requirements, and JLL safety standards
Ensure proper safety documentation is completed before work begins including Job Safety Analysis (JSA), lockout/tagout procedures, confined space permits, hot work permits, and fall protection plans
Coordinate with Chief Engineers and safety personnel to conduct pre-work safety reviews for high-risk maintenance activities
Verify that all technicians and vendors have required safety training, certifications, and personal protective equipment (PPE) before performing maintenance work
Monitor compliance with lockout/tagout protocols, ensuring energy isolation procedures are properly implemented and documented




Coordinate safety toolbox talks and pre-work briefings for maintenance teams performing complex or hazardous tasks
Track and document safety observations, near-misses, and corrective actions related to maintenance activities
Ensure all incident reports related to maintenance work are properly documented, investigated, and resolved with appropriate corrective measures
Maintain safety compliance records, training certifications, and documentation required for regulatory inspections and internal audits

Change Advisory Board (CAB) Coordination
Prepare and submit change requests to the Change Advisory Board for maintenance activities affecting critical systems, tenant operations, or building services
Develop comprehensive change documentation including scope, impact analysis, rollback plans, communication strategies, and risk mitigation measures
Coordinate CAB meeting attendance with Chief Engineers and Facilities Managers to present and defend change requests
Track change request approvals, conditions, and scheduling requirements resulting from CAB decisions
Ensure all CAB-approved changes are executed according to approved plans with proper documentation and post-implementation review
Coordinate emergency change requests for urgent maintenance needs requiring expedited approval processes
Maintain change management logs, ensuring complete audit trail of all maintenance-related changes across the portfolio
Communicate CAB decisions and scheduling impacts to all relevant stakeholders including engineering teams, vendors, tenants, and property management

CMMS Administration and Data Management
Serve as primary CMMS administrator for assigned portfolio, ensuring system accuracy, data integrity, and optimal utilization
Create, assign, track, and close preventive maintenance work orders within the CMMS platform (Maximo, FM: Interact, or similar systems)
Maintain equipment inventories, asset hierarchies, maintenance histories, and technical documentation within the CMMS
Generate standard and custom reports from CMMS data including PM compliance, work order completion, backlog analysis, and cost tracking
Train Chief Engineers, technicians, and vendors on proper CMMS work order documentation and completion procedures
Audit CMMS data quality regularly, correcting errors, updating outdated information, and ensuring completeness of maintenance records
Configure CMMS preventive maintenance schedules, recurrence patterns, task procedures, and automated work order generation rules
Collaborate with IT and CMMS support teams to implement system improvements, integrations, and enhanced functionality

Maintenance Auditing and Quality Assurance
Conduct regular audits of completed maintenance work, verifying quality, completeness, and compliance with specifications
Review maintenance documentation for accuracy, completeness, and compliance with JLL standards and client requirements
Perform field inspections to validate that scheduled maintenance tasks were actually performed according to procedures
Identify documentation gaps, incomplete work orders, or quality deficiencies and work with engineering teams to resolve
Track audit findings, corrective actions, and improvement trends over time to measure program effectiveness
Verify that all required maintenance certifications, test reports, regulatory filings, and compliance documentation are completed and filed properly
Conduct vendor quality audits, ensuring contract service providers meet performance standards and documentation requirements

Reporting and Performance Tracking
Prepare and distribute weekly maintenance schedule reports showing planned activities, completion status, and upcoming work
Generate monthly maintenance metrics reports including PM completion rates, schedule compliance, backlog trends, and cost analysis
Create dashboard visualizations showing maintenance program performance, trends, and areas requiring attention
Provide regular status updates to Regional Facilities Manager, Facilities Managers, and Chief Engineers regarding maintenance program health
Track maintenance KPIs including percentage of PM completion, mean time between failures (MTBF), reactive vs. planned maintenance ratios, and cost per square foot
Analyze maintenance data to identify improvement opportunities, recurring problems, or systemic issues requiring strategic intervention
Support budget development by providing historical maintenance cost data, activity forecasts, and resource requirement projections

Stakeholder Communication and Coordination
Serve as liaison between engineering teams, facilities management, vendors, tenants, property management, and client stakeholders regarding maintenance activities
Communicate upcoming maintenance schedules, potential disruptions, and completion status to all affected parties
Coordinate tenant notifications for maintenance activities affecting building services, requiring access to leased spaces, or causing potential disruption
Facilitate communication between multiple vendors working on coordinated or interdependent maintenance activities
Respond to inquiries regarding maintenance schedules, work status, and program compliance from internal and external stakeholders
Escalate schedule conflicts, resource constraints, or program issues to Facilities Managers and Regional Facilities Manager with recommended solutions

Continuous Improvement and Process Enhancement
Identify inefficiencies, bottlenecks, or gaps in maintenance planning and coordination processes and recommend improvements
Stay current with industry best practices, emerging technologies, and innovative approaches to maintenance management
Benchmark maintenance program performance against industry standards and peer organizations, identifying opportunities for enhancement
Lead or participate in continuous improvement initiatives focused on maintenance effectiveness, efficiency, and cost optimization
Collaborate with facilities leadership to implement new tools, technologies, or methodologies that enhance maintenance coordination capabilities

WHAT YOU BRING TO THE TABLE
Education and Training
Associate's degree in Facilities Management, Engineering Technology, Business Administration, or related field preferred; or equivalent combination of education and experience
Professional certifications such as CPMM (Certified Professional Maintenance Manager), CMM (Certified Maintenance Manager), or CMRP (Certified Maintenance & Reliability Professional) highly desirable
OSHA 10 or OSHA 30 certification preferred
Training in CMMS systems, maintenance planning, or facilities operations a plus

Experience
3–5 years of experience in maintenance coordination, planning, or scheduling roles within facilities management or industrial operations
Demonstrated experience managing preventive maintenance programs across multiple sites or complex facilities
Proven track record coordinating vendor schedules, managing service contracts, and ensuring compliance with maintenance obligations
Experience working with Chief Engineers, Facilities Managers, or maintenance supervisors in a support coordination capacity
Hands-on experience with CMMS platforms such as Maximo, FM: Interact, Corrigo, eMaint, or similar systems
Background in safety compliance, pre-task planning, or risk assessment for maintenance activities preferred
Experience with change management processes or Change Advisory Board participation a plus
Commercial real estate, healthcare, data center, or industrial facility experience strongly preferred

Skills and Knowledge




Exceptional organizational skills with meticulous attention to detail and ability to manage multiple concurrent priorities without error
Advanced proficiency in Microsoft Excel including pivot tables, formulas, data analysis, and dashboard creation for tracking and reporting
Strong working knowledge of Microsoft Office suite including Outlook (calendar management), Word, and PowerPoint
Expertise in CMMS platforms with ability to configure preventive maintenance schedules, generate reports, and maintain data integrity
Solid understanding of common building systems including HVAC, electrical, plumbing, life safety, elevators, and mechanical equipment
Knowledge of OSHA safety regulations, lockout/tagout procedures, permit requirements, and facility safety protocols
Understanding of preventive maintenance principles, reliability-centered maintenance concepts, and maintenance optimization strategies
Familiarity with change management frameworks and IT service management (ITSM) processes
Strong analytical skills with ability to interpret maintenance data, identify trends, and develop actionable recommendations
Excellent written and verbal communication skills with ability to interact effectively with diverse stakeholders including engineers, vendors, managers, and clients
Proactive mindset with ability to anticipate problems, identify solutions, and take initiative without constant supervision
Customer service orientation with focus on supporting engineering teams and facilities managers effectively
Problem-solving abilities with capacity to resolve schedule conflicts, resource constraints, and coordination challenges independently
Demonstrated ability to build effective working relationships and collaborate across multiple teams and organizations

Physical Demands and Abilities
Ability to conduct site visits and walk facilities to verify maintenance completion and assess equipment conditions
Comfortable working in office environments and occasional visits to mechanical spaces, rooftops, or equipment rooms
Valid driver's license with ability to travel between assigned portfolio properties as needed (typically less than 25% travel)
Ability to work at computer workstation for extended periods managing schedules, data entry, and reporting activities

WHAT'S IN IT FOR YOU
Join an industry leader and play a critical role in operational excellence across JLL's facilities management platform
Develop deep expertise in maintenance program management, CMMS systems, and facilities operations planning
Work collaboratively with experienced Chief Engineers, Facilities Managers, and technical professionals who value your coordination and planning expertise
Gain exposure to diverse building systems, complex facilities, and sophisticated maintenance programs that enhance your professional knowledge
Access cutting-edge CMMS technology and digital platforms to power your coordination and planning work
Competitive salary commensurate with experience and qualifications
Comprehensive benefits plan including health, dental, vision, 401(k) with company match, paid time off, and more
Professional development opportunities including training, certifications, and advancement into facilities management roles
Clear career progression pathways into Facilities Manager, Assistant Chief Engineer, or facilities leadership positions
Supportive, collaborative work environment that values organization, attention to detail, and proactive problem-solving
Recognition and growth opportunities based on performance, contributions, and demonstrated expertise
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!
This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.
Estimated compensation for this position: 100,000.00 – 125,000.00 USD per year
This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.
Location: On-site –Franklin, MA
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!
Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these perks may include: 401(k) plan with matching company contributions, Comprehensive Medical, Dental & Vision Care, Paid parental leave at 100% of salary, Paid Time Off and Company Holidays, Early access to earned wages through Daily Pay.
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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