Facilities Officer

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 91,000 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.
Facilities Officer
Work Dynamics

Service Delivery
Provide general overall facility management services including continuous monitoring of office/facility
Act as an interface with client, visitors and guests.

Support the FM to oversee all site operations and relieve the CSO or the FM in their absence

Assist Facility Management Team with tactical planning for the facilities team’s goals and objectives

Provide facility specific assistance to the project management team as needed or requested.

Properly & effectively administer and maintain all services under the Facility Administrator’s responsibility (see following sections for details)

Manage & maintain facility management tasks as assigned.

Ensure appropriate follow up with customers.

Seek to continuously improve processes, systems and overall client satisfaction.

Employee Experience Services
RECEPTION
Handle incoming and outgoing calls, filter for “scam” callers, and route to appropriate employee

Take messages if employee is unavailable and share message with employee

Receive visitors and inform that visitor has arrived

Guide visitors on Security Sign-in procedures and issue appropriate Security Passes to visitors

Ensure visitors are offered refreshments while waiting.

Manage and maintenance the upkeep of the front office/ reception area so that it is presentable at all times

Maintain external conference room booking schedules to maximise efficient use of space

Redirect packages to Mail Room

Answer and Soft Transfer to Calls

Manage conference room supplies and provide tea/coffee to participants in meetings

CONCEIRGE (a.k.a. HELPDESK)

Redirect the request / concern to appropriate facility staff or on-site vendor to handle

Track all necessary details of request / concern in tracker form

Follow up with facility staff or on-site vendor to confirm completion of request

Summarize monthly customer request / concern data for sharing with facility managers monthly operations report

Other Duties
FINANCE
Execute all required financial related work to deliver facility services to Client’s facility

Be administrator for JD Edwards EnterpriseOne (JDE) system

Be administrator for Client’s purchase system for Facility related purchases if required

Assist with registering new Third Party Vendors in JDE system according to JLL policy and procedures

Create Purchase Order (PO) requests on behalf of the facility management team for both JDE and Client System

Goods Receipt (GR) the PO after confirmation of PO requester

Receive, scan and file invoices

Assist FSC with any other financial related matters to ensure that all financial process are completed in a timely manner

Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner

Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner

Escalate any potential risk of late payment or other financial matter that could impact facility operations to site facility manager as soon as you become aware

MEETING ROOM SUPPORT
Ensure meeting room(s) presentation is clean and tidy at all times

Assist the local business with meeting room bookings and operations of audio visual equipment where required

Soft Services Duties
Order Consumables for pantry supplies.

Ordering Catering for events if required.

Assist the soft service vendors planned maintenance (Cleaning, Waste Management, Pest Control)

Coordinate and Control Security Access Requirements.

Health and Safety walk rounds/audits.

**What we can do for you**:
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