Facilities Administrator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

Facilities Administrator

Work Dynamics - Integrated Facilities Management

POSITION GOALS

• Assist the site lead in the delivery of soft and hard services to operate and maintain the account including technical, maintenance, asset & vendor management.

• Develop an understanding of and sound working relationships with key representatives of the client and all key suppliers' / service providers to the site.

DUTIES AND RESPONSIBILITIES

• Be familiar with & operate to the Scope of Work as defined in the JLL Agreement. Responsible for delivery of services in accordance with SLA

• Achieve key performance indicators and service level agreement targets

• Understand the operational & technical requirements of the site and ensure that current service agreement is maintained to provide necessary supplies and services.

• Responsible for the computerized maintenance management system or CMMS

• Spare Parts Management

• Incoming Calls handling

• Vendor Management

• Vendor Safety & Security Induction (Managing Agent)

• Mail Room Operations

  • Sending

  • Receiving

  • Distributing Mails to each desk

• Adhoc Support to Shared Service

• Storage management

• Manage Photocopier consumables

• Manage Mailroom consumables

• Document management

• Account payables/receivables

• PR/PO creation

• Quotation/Invoicing

• Archiving of Service Reports/Delivery Orders

• Assist Staff Move

• Support Minor Projects Coordination

• Assist in annual shut down

• Room readiness

• Event set-ups

• Events Venue Coordination

• Move management

• Coordinate the FM administrative function

• Process purchases, quotation requests, and invoicing

• Manage courier services and spare parts inventory management (MRO)

• Manage EAMS workflow

• Track day-to-day financial and accounting operations with focus on PGS's reporting requirements

• Consolidate and submit daily attendance reports and roster standby personnel

• Track Department total Manhours

• Take meeting minutes and track actionable items

• Serve as responsible person for Transportation Services

• Protect the health & safety of staff and others by adhering to and developing guidelines and strategies

• Ensure compliance with all government regulations, statutory regulations on fire, health and safety standards

• Ensure compliance with the company's programs and audit programs and participate in engineering community initiatives

• Adhere to the company's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

KEY PERFORMANCE MEASURES

• Uninterrupted site operations

• Client Satisfaction

• Continuously improving service

KEY COMPETENCIES

• Sound interpersonal skills to manage diverse range of service providers and Client representatives

• Sound written and oral communication skills

• Demonstrated ability to manage multiple and complex operational matters on a daily basis

• Working knowledge of EHS Regulations

• Sound computer skills in Microsoft Office

• Experience with enterprise asset management systems (EAMS)

• Strong organizational and multitasking abilities

• Proficiency in financial tracking and reporting

• Detail-oriented with excellent record-keeping skills

LEADERSHIP

• Represent Jones Lang LaSalle by behaving consistently with cultural and company requirements.

• Provide services to the account's cultural and company requirements.

• Work towards objectives unsupervised.

• Be willing to assist colleagues.

PERSONAL EFFECTIVENESS

• Provide an effective contribution to the team's delivery.

• Contributes via regular feedback, to the overall performance of the delivery team.

• Works towards individual targets, monitor and manages individual performance.

DECISION MAKING

• Be able to make difficult decisions and resolve problems or improve operations.

• Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle

RELATIONSHIP BUILDING

• Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.

• Gains respects of superiors, subordinates, peers and clients.

COMMUNICATION

• Listens effectively and communicate through actions and example. Has strong written and oral communication skills.

• Regular reporting of the work accomplished and upcoming work

Location:

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!

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

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.