Facilities Administrator

JLL supports the Whole You, personally and professionally.
Facilities Administrator (Helpdesk)
Work Dynamics
POSITION GOALS
Assist the Soft Service Manager 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
The Helpdesk Exec will coordinate the FM administrative functions and manage critical spare parts for facilities management related functions. He/she will be responsible to keep records of parts and ordering of O&M related parts as required.
The helpdesk exec will also double up as mailroom support to receive, sort, process, bag, label and deliver all incoming and outbound mail. 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/DeliverOrders
Assist Staff Move
Support Minor Projects Coordination
Assist in annual shut down
Room readiness
Event set-ups
Events Venue Coordination
Move management
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 MEASURESUninterrupted site operations
Client Satisfaction
Continuously improving service
EMPLOYEE SPECIFICATIONS
KEY COMPETENCIESSound 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
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 EFFECTIVENESSProvide 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 MAKINGBe 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 BUILDINGPromote open, constructive and collaborative relations with superiors, subordinates, peers and clients.
Gains respects of superiors, subordinates, peers and clients.
COMMUNICATIONListens effectively and communicate through actions and example. Has strong written and oral communication skills.
Regular reporting of the work accomplished and upcoming work
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 ou