Intake Coordinator Jobs in Rochester, NY (NOW HIRING)

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 peopleand empowering them tothrive, 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.

As a Facilities Coordinator at JLL, you'll serve as the operational backbone of a dynamic Facility Management Team, providing essential administrative and coordination support that keeps complex client operations running smoothly. In this role, you'll manage everything from work order dispatch and budget tracking to client communications and portal administration, ensuring seamless daily operations across corporate facilities. At JLL, we are collectively shaping a brighter way - for our clients, ourselves and our fellow employees - and you'll contribute to that mission by enabling your team to deliver exceptional service while maintaining operational excellence. You'll collaborate closely with the Americas Account Director, Team Leads, and facilities staff to coordinate special projects, streamline processes, and create client-facing materials that showcase the value JLL delivers. We embrace more innovative ways of working and prioritize opportunities to strengthen and advance your career, and this position offers hands-on experience across facilities management, budget administration, communications, and client relationship support that will expand your professional capabilities.

• Provide comprehensive administrative support to the Americas Account Director and Facility Management Team Leads, serving as a trusted coordinator for account operations

• Create and maintain client-facing materials including Quarterly Business Reviews, regular reports, memos, newsletters, Town Hall presentations, and safety communications

• Manage work order systems from intake through completion, coordinating dispatch and ensuring timely resolution with clear stakeholder communication

• Maintain and update Client Portals in Microsoft SharePoint, ensuring accurate documentation, organized records, and easy access to critical information

• Oversee account security protocols including site access coordination, badge management, employee permissions, and access level administration

• Support onboarding and offboarding processes by coordinating equipment orders, badge setup, training schedules, and policy documentation for new team members

• Assist with budget creation, tracking, and variance analysis, working with the team to identify cost savings opportunities and respond to financial issues

• Conduct research, prepare operational reports, and support special projects as assigned by Account Leadership to drive continuous improvement

• Coordinate tactical planning activities and manage small facility management tasks to support regional team goals and client satisfaction objectives

• Bachelor's degree preferred; or equivalent combination of education and professional experience

• Minimum of 3-5 years in an administrative support role, preferably in real estate, facilities management, or corporate environments

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Microsoft SharePoint

• Exceptional organizational skills with proven ability to manage multiple priorities simultaneously in a fast-paced, dynamic environment

• Strong written and oral communication skills with the ability to create professional client-facing materials and correspondence

• Customer service orientation with a track record of building effective relationships with internal and external stakeholders

• Detail-oriented approach with strong time management abilities and commitment to delivering high-quality work on schedule

• Self-starter mentality with the ability to work independently, anticipate needs, and complete projects with minimal supervision

• Demonstrated adaptability and comfort dealing with ambiguity, changing priorities, and evolving client requirements

• Experience in corporate facilities management, property management, or commercial real estate operations

• Familiarity with computerized maintenance management systems (CMMS) or work order management platforms

• Background in budget administration, financial tracking, or variance analysis within facilities or operations contexts

• Experience supporting executive-level leaders and managing communications for large, complex client accounts

• Knowledge of facility security systems, access control protocols, and onboarding/offboarding best practices

• Proven ability to identify process improvements and implement solutions that enhance efficiency and client satisfaction

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Estimated compensation for this position:

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.

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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 benefits 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'repursuing.

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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 HRSCLeaves@jll.com. 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.

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Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

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Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.