Scheduler

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. Responsibilities Coordinate and schedule vendor-performed maintenance, repair, testing, inspections, and project work across assigned facilities. Serve as the primary point of contact for vendors before, during, and after site visits. Ensure all vendors are properly onboarded, trained, authorized, and registered in accordance with site requirements prior to performing work. Schedule facility activities on facility and client calendars to ensure visibility and coordination with site stakeholders. Coordinate site access, security requirements, parking, escorts, permits, and work authorizations for vendor activities. Escort vendors and contractors while on site when required and ensure compliance with facility, safety, and security procedures. Verify that all required Job Hazard Assessments (JHAs), safety permits, and supporting documentation are completed and approved before work begins. Ensure vendors understand and comply with Energy Control Procedures (Lockout/Tagout), shutdown requirements, and site safety expectations. Coordinate equipment shutdowns, startups, utility isolations, and service interruptions with facility operations and affected stakeholders per site procedures. Review scheduled work for operational impacts and identify risks to facility operations, research activities, manufacturing processes, or critical infrastructure. Provide advance notification to all affected parties regarding planned outages, maintenance activities, testing, vendor work, and system interruptions per site procedures. Coordinate activities within critical environments including laboratories, vivariums, data centers, utility plants, and other facility spaces. Ensure monitoring systems remain operational during vendor activities and verify communication pathways to monitoring hubs are maintained. Coordinate alarm management activities, including alarm bypasses, suppressions, notifications, and restorations before and after maintenance activities. Monitor vendor work progress and respond to schedule changes, operational concerns, and emergent issues to minimize disruption to facility operations. Maintain accurate records of vendor activities, commitments, communications, permits, shutdowns, and work status within the CMMS. Create and update work orders, service requests, schedules, status notes, and completion documentation within the CMMS. Track vendor performance, schedule adherence, documentation completion, and closeout requirements. Communicate schedule changes, delays, risks, and readiness concerns to facilities leadership and stakeholders in a timely manner. Support continuous improvement of scheduling, contractor management, shutdown planning, and critical environment work processes. Generate reports and provide scheduling metrics, vendor status updates, and operational planning information as requested. Perform all other duties and responsibilities assigned in support of facilities operations. Education/training High school diploma or equivalent. Years of relevant experience 2+ years of facilities scheduling, dispatch, vendor coordination, work-order administration, or similar experience. Experience using a CMMS; Corrigo experience preferred. Skills and knowledge Knowledge of facilities maintenance operations, preventive maintenance programs, work-order management, and vendor coordination. Proficiency with CMMS platforms (Corrigo preferred), including work-order scheduling, documentation, reporting, and closeout activities. Strong computer skills, including Microsoft Outlook, Teams, Excel, Word, and calendar management applications. Knowledge of contractor onboarding, site access requirements, vendor qualification processes, and security procedures. Understanding of Job Hazard Assessments (JHAs), contractor safety programs, permitting processes, and Energy Control Procedures (Lockout/Tagout). Knowledge of equipment shutdowns, utility isolations, service interruptions, and restoration processes. Understanding of critical environments, including laboratories, vivariums, utility plants, data centers, and other mission-critical spaces. Familiarity with building automation systems, alarm monitoring platforms, impairment management, and alarm bypass procedures. Ability to coordinate multiple stakeholders, communicate operational impacts, and ensure affected parties are notified prior to maintenance activities. Strong organizational, time-management, communication, and customer-service skills with excellent attention to detail. Ability to identify operational risks, manage competing priorities, maintain accurate documentation, and proactively resolve scheduling conflicts. Preferred experience with Honeywell, Alerton, Automated Logic, Lutron, nLight, Siemens, Johnson Controls, or similar building automation and monitoring systems. Preferred experience supporting pharmaceutical, biotechnology, research, healthcare, manufacturing, or other regulated environments. Certifications/Licenses Relevant licensure & certification preferred. Work Shift Monday through Friday Location: On-site –North Seattle, WA JLL