Facilities Assistant

Support the Facilities lead by providing comprehensive facilities management services to assigned sites. Execute service requests in accordance with FM service contracts and JLL and customer's regional and global processes. Understand and respond to client needs through effective coordination of all facilities and services to meet or exceed service level agreements.

Responsibilities

Provide onsite services at Mega site; Manage customer and JLL's external FM contractors across all soft services, ensuring compliance with terms of service and effective problem resolution; Ensure adequate levels of FM supplies are maintained at all times; Oversee procurement processes, ensuring all supply orders are supported by appropriate customer approvals and comply with their Procurement and Order Processes; Monitor spending and approved expenditures, overseeing monthly invoice receipting and validation accrual journal processes accurately; Review and verify cross-charge/re-class processes to manage FM budget effectively; Oversee monthly billing process and cross-check invoices before forwarding to Finance for payment processing; Lead the implementation of local and regional initiatives at Mega site; Prepare and ensure timely delivery of fixed and ad-hoc reports; Coordinate and provide clerical/administrative support to the FM team as required; Service in an efficient, professional, and courteous manner at all times; Ensure the reception area is maintained to professional standards; Manage visitor services by greeting, welcoming, and directing visitors appropriately; Ensure timely notification of company personnel regarding visitor arrivals; Oversee maintenance of telecommunications systems; Manage the issuance of visitor badges and temporary staff badges; Ensure visitor sign-in processes comply with client requirements; Ensure compliance with JLL Safety, Health & Environment Management Requirements; Perform other duties as assigned to support site operations and business objectives; Other tasks assigned by the supervisor

Requirements

Minimum 8-10 years+ of administrative experience in a high-pressure, fast paced MNC; Ability to work with remote co-workers and adapt to different cultural working styles; Ability to work independently, make decisions and act quickly in emergency situations; Customer focus and excellent service; Overachieving attitude including work ethic, friendly, adaptable, patience; Problem solving skills, accuracy and attention to detail; Integrity, interpersonal skills, telephone skills; Microsoft Office skills - Word, Excel, PowerPoint, and Outlook; Business conversation English (written & spoken) and Mandarin compulsory; Well-developed interpersonal, verbal and written communication skills; Some accounting knowledge

Nice to have

Bachelor’s degree in business, marketing or other related areas preferred