Facilities Administrator

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 Administrator (Floater)
Work Dynamics - Integrated Facilities Management (Facilities Management On Demand)

Roles and Responsibilities

Overall Role
To provide an overall Facilities Management oversight services and assist the team with operational activities in finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies, occupancy services and helpdesk. Oversee Technical & Soft Services such as Janitorial and Housekeeping, Pest Control, Landscape.

To provide Receptionist and administrative support to on-site team.

Ensure hygiene and environment safety of the site.

Receptionist / Facilities Administrators
Responsible for handling incoming and outgoing calls including distribution of any messages.

Receive, inform and guide visitors including co-ordination with client employees.

Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team

Participate as a team member in responses to emergency situations for facilities matters

Manage invoices, ensure commitment & payment records are maintained and that payments are received by vendors.

Directing first-line complaints in regards to soft services to Facilities Management team

Ensure compliance with all governmental regulations on behalf of the client.

Ensure effective completion of all incident reports.

Assist FM on generating PO and Goods receiving

Ensure compliance with Jones Lang LaSalle minimum audit standards.

Manage end user expectations and requirement.

Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site.

Provide assistance to users as and when required.

Facilities Coordinator
Procurement & Vendor Management

Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works) with mínimal disruption, as needed
Assist in the procurement of vendors and services as required

Finance Management

Assist in PO/GR and processing of invoices

Environment, Health and Safety Management

Conduct daily site inspection to ensure safety procedures on site are in place and working
Assist in carrying out safety procedures when needed

Support Mobile Engineering Service (MES) in the coordination and management of HVAC, M&E, Fire Protection maintenance and repair services

Assist with coordinating and scheduling maintenance activities at assigned Account.

Follow established escalation procedures and incident reporting procedures

Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

Site Operations Management

Assist in the implementation of Industry Best Practice operations
Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times

Seek ways to constantly reduce costs and improve operational standards

Act SPOC for all Facilities & Site services touch points for employees and depending on the bandwidth - support other functions in the limited capacity - operations support, Event management, front office management.

Maintain relationship with Landlord to ensure they are fulfilling their obligations to the client

Coordinate and ensure that pantry, stationery items are always in stock

Established ideas in providing users with an unique workplace experience and implementing it on site

Ensure knowledge of staff movement, in and out of organization etc.

Assist with the coordination and scheduling of cleaning, pest control, landscaping

Resolve problems associated with all Site Services

Implement preventive, ongoing and