Provide general overall facility management services including continuous monitoring of office/facility
Act as an interface with client, visitors and guests.
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.
Assist with budgetary requests, analysis and reporting
Assist with researching, analyzing and reporting budget variances
Work with team members to identify and respond to any financial or budgeting related issues
Help support facility specific cost savings targets to contribute to the account achieving significant savings
Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary.
Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits
RECEPTION
Handle incoming and outgoing calls, filter for scam callers, and route to appropriate employee
Take messages if Client employee is unavailable and share message with employee
Receive visitors and inform client 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 for client.
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
HELPDESK
Receive request / concerns from customers by phone or email
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
PANTRY SUPPLIES
Coordinate and manage Pantry Supplies with third party service provider/vendors
Coordinate and schedue delivery and supply of Pantry Supplies
Provide direction/information to vendors as required ensuring excellent execution of work within client environment with minimal disruption, as needed.
Receive and dispatch of work requests to vendor
Resolve problems associated with Pantry Supplies
OFFICE SUPPLIES
Coordinate and manage Office Supplies with third party service provider/vendors
Coordinate and schedule delivery and supply of Office Supplies
Provide direction/information to vendors as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed.
Receive and dispatch of work requests to vendor
Resolve problems associated with Office Supplies
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
Email scanned invoices to JLL's Financial Service Center (FSC)
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
Required Qualifications & Experience
Minimum of 2-3 years industry experience required in a corporate environment or as a third party service provider.
Good organizational and interpersonal skills with a strong customer focus.
Proficient in MS Office, and possess strong written, verbal and people skills.
Demonstrated intermediate to advanced written communication skills (spelling, grammar and punctuation) and verbal communications skills.
Able to work independently with minimal supervision.
Prioritize and manage the completion of projects in an efficient and timely manner.
Ability to quickly learn how to use any Company required software may be required.
