Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Job Title- Business Administrations and Facilities Support
Job Description Summary
To provide comprehensive administration, reception & workplace coordination for clients as directed.
Internal Processes Management
Partnering with the Client/Stakeholder(s)
Proactively engage stakeholders to ensure that client expectations are met
Build and develop effective client / stakeholder relationships across multiple levels of the organisation
Key point of contact for Facilities within our client’s portfolio
Vendor Coordination - Ensure vendors are well-managed, delivering services on time
Analytics
Develop an understanding and working knowledge of the following software systems
Corrigo – PPM System
JDE
iAuditor
Administration
Assist Facilities Coordinator & clients with administrative duties
Implement, comply with and audit all internal management systems, for quality assurance
Pro-actively develop and manage client / business unit relationships and streamline processes
Client Focus & Relationship Management
Demonstrates proactive & professional approach to customer service and stakeholder engagement
Ability to interact with a wide range of client staff, including senior levels
Ability to manage conflict and balance between client and firm requirements
Has a customer service-oriented attitude
Organizational Skills
Excellent planning & organizational skills to prioritize work and meet tight deadlines
Proven ability to manage multiple and complex operational matters daily
Key skills
Proficient in English and communications via Telephone, email and Microsoft suite of product
Experience in property / facilities / project management related fields.
Experience in Receptionist roles and able to provide support
Demonstrated knowledge of technical services.
Ability to deal with a variety of complex issues concurrently, within tight operational deadlines.
High numerical skills with the ability to manage details and develop systems for contract financial management
Advanced skills in Excel
Sound computer skills including Microsoft suite Microsoft Word, Access and Power Point etc
Analytical and / or financial experience
Excellent communication, organisation and interpersonal skills
Goal oriented and focused on meeting performance targets.
Excellent client service and communication skills.
Ability to work well monotonously and in a team environment.
Duties and Responsibilities include but not limited to:
Provide general reception services by answering and routing all incoming calls, responding to general office emails, tendering to voicemails and public inquiries
Ensure the smooth operation of Front of Office area, general office equipment and kitchen
Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
Assist staff with printing of documentation and binding
Provide support to inventory management of CE uniforms, processes and issuing of tax invoice for internal records
Act as key point of contact between client and Building Management
Provide timely business administration support to all business units
Couriers and shipment related requests
Assist with monthly invoice reconciliation
Preparation of onsite catering requirements
Organizer of all in-house events and coordinate with other sites if necessary
Building and Office Access Management
Create, update and maintain SOP documentations
Manage resources - Meeting rooms, carpark facilities, employee lockers
Supporting the management of IT assets – issuing, collecting returns, updating records and scraping
Assist with meeting room audio and visual set-up
Process orders and maintains inventories on all general office supplies, facilities equipment and stationery
Aid in training room requirements and Audio and Visual set up
Assist in review, revise, update contracts and filing when necessary
Management and printing of ID cards for all Australia sites
Accounts – invoicing related enquiries
Investigating incorrectly delivered parcels and facilitate freight logistics for internal/external party
Record, track, collection and communication of building mails and deliveries to relevant parties
Assist in the collection and distribution of IT assets for new/existing/ exiting employees
Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
Serve as a liaison between office staff and Facilities Management in service requests and onsite
Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
Assist in the management of preventive maintenance schedules (A/C, fire marshals, emergency lighting, etc.).
Provide support to field services operations, fleet management and arrange return of E-tags
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. 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.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
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