Admin & Finance Officer

JLL supports the Whole You, personally and professionally.

Summary of Position
The Finance & Contract Executive is to assist the Account Lead on the delivery and performance of IFM financial, procurement and contract deliverables for multiple sites in Singapore.
The role will be required to liaise with client, tenants and vendors across sites for the areas of responsibility.
Working with the operations team and service partner, the role is responsible for the management and delivery of finance, procurement, administration and contract services to the highest standard.
The role is responsible for the managing of finance budget, procurement and vendor performed contract services, and to provide monthly updates/reports and status projections.
The role is responsible for the preparation, collation, analysis and submission of related financial, procurement and contract status reports as per required frequency.
Develop an understanding of and sound working relationships with key account team members and all key suppliers’ / service providers to the site.

**Major Activities and Responsibilities**:
Client Service - Facilities Management
Provide support to client and greater team as required to ensure delivery and achieve of high service standards around financial, procurement and administration.
Timely escalation to Manager and/or JLL management in the event of any escalations which have impact on financial and KPI/SLA as well as other deliverables
Provide expenditure and budget forecast to Account Lead as and when needed.
Finance, Procurement and Contracts Management
Serve as the liaison for all financial, administration, procurement and vendor contracts related services.
Ensure compliance to related JLL and clients financial, procurement and contract processes and requirement.
Develop of finance, procurement and contract process standard, establish and continuous update of operational procedures, roll out and training for operations staffs.
Ensure strict compliance with client policies and procedures, government regulations & JLL internal SOP pertaining to ISO, procurement, financial policies, etc.
Prepare, collate, analyse and submission of related financial, procurement and contract status reports
The role is required to manage administration for whole team performance, e.g. order stationaries
Generate and issues of quotations, purchase orders and invoices using various systems.
Vendor sourcing, securing of quotations and negotiation of pricing, when needed.
Assist site lead / site team to ensure smooth flow of procurement work and documentation.
Assist in drafting contract templates for new contracts and renewal of contracts
Setting up of new vendors by consolidating all required documents and submit to HQ Procurement for set up process
Other duties assigned by Account Lead, such as coordinating with vendors to follow up on quotation request.
Financial Targets
Effectively support the management to control of site operating expenses to meet/exceed glide path savings targets.
Support JLL Sourcing Team on all Sourcing Initiatives; implement all service level changes and/or supplier transitions as required.
Ensure all financial processes are following and compliant as per JLL and clients’ competitive bids process, issuing of PO's, and receipting work.
Education & Qualification
Diploma holder in Financial Discipline from a recognised tertiary establishment.
A minimum of 3 years relevant working experience in finance, procurement and contract management.
Experiences in facilities operations and management - plus
Knowledge in finance requirements

**Skills**:Pleasant personality, strong customer service, interpersonal skills and problem solving ability.
Strong finance, procurement and contract management knowledge
Computer skills in Microsoft Office, e.g. PowerPoint, Excel
Independent, self-motivated, flexible, responsible and willing to work under pressure
Knowledge of standard business and accounting practices.
Knowledge of excel and ability to analyse data.
Meticulous and process oriented.

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