Facilities Assistant

Jones Lang LaSalle Incorporated; Adelaide; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Private Health Insurance Discounts

18 weeks paid maternity leave

Employee assistant program

Job summary

Jones Lang LaSalle Incorporated (JLL) is seeking a Facilities Assistant to support integrated facilities management for a global financial services client. You will help run workplace operations, customer experience, vendor coordination, and admin across front‑of‑house and back‑of‑house teams.

This role covers reception, meetings and events, mailroom, procurement support, safety and compliance, and operational reporting.

Qualifications

• Experience in facilities, workplace operations, administration, hospitality, reception, or customer service within a corporate environment.
• Experience supporting front-of-house and back-of-house operations including vendor coordination, service requests, meetings/events, mailroom, and workplace logistics.
• Strong customer service, communication, organisational, and administrative skills with the ability to manage competing priorities and work independently.

Responsibilities

• Support the day-to-day operation across front-of-house and back-of-house environments to ensure a safe, professional, and high-performing office experience.
• Maintain workplace areas including reception spaces, meeting rooms, kitchens, utilities areas, collaboration spaces, storage rooms, and office amenities to agreed standards.
• Assist with workplace logistics activities including workstation moves, furniture setups, operable walls, locker coordination, signage support, pantry services, hospitality support, and workplace readiness activities.
• Provide day-to-day administrative and operational support to the Facilities Management team including service request coordination, vendor follow-up, and operational communications.
• Meetings, events and workplace technology: support meeting setup, AV coordination, and room booking platforms; ensure client-facing areas are operational.

Skills

Customer service

Communication

Stakeholder management

Organisational skills

Administrative skills

Tools

Microsoft Teams

Zoom

Meeting room systems

Job description

JLL supports the Whole You, personally and professionally.Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.Shaping the future of real estate for a better worldAt JLL, we see a Brighter Wayforward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.What this job involvesAs a Facilities Assistant for a Global Financial Services client, you will support the delivery of integrated facilities management (IFM) services across workplace operations, customer experience, operational administration, vendor coordination, and workplace support services within a corporate environment.This hands-on role supports the successful delivery of IFM services, ensuring workplace operations are delivered safely, efficiently, professionally, and in alignment with contractual obligations, operational standards, KPIs, and workplace experience expectations.You will work collaboratively with internal and external stakeholders, service providers, contractors, and workplace teams to maintain a safe, seamless, and high-performing workplace environment across both front-of-house and back-of-house operations.What your day-to-day will look like:Facilities Operations and Workplace ExperienceSupport the day-to-day operation, presentation, and functionality of the workplace across front-of-house and back-of-house environments to ensure a safe, professional, and high-performing office experience.Maintain workplace areas including reception spaces, meeting rooms, kitchens, utilities areas, collaboration spaces, storage rooms, and office amenities to agreed operational and presentation standards.Assist with workplace logistics activities including workstation moves, furniture setups, operable walls, locker coordination, signage support, pantry services, hospitality support, and workplace readiness activities.Provide flexible operational support across reception, concierge, workplace services, and back-of-house functions as required.Mailroom, Administration and Operational SupportCoordinate incoming and outgoing mail, courier services, freight deliveries, registered mail, archives, and operational logistics activities while maintaining accurate records and documentation.Support procurement, stock management, purchase orders, invoice processing, workplace records, service documentation, and replenishment of workplace consumables and office supplies.Provide day-to-day administrative and operational support to the Facilities Management team including service request coordination, vendor follow-up, and operational communications.Meetings, Events and Workplace TechnologySupport meetings, training sessions, and workplace events as required, working closely with the Client Service Supervisor on client functions including room setup, catering coordination, and workplace readiness activities.Provide first-level support as required, in coordination with the onsite AV team, for workplace technology and collaboration tools including meeting room systems, Microsoft Teams, Zoom, hybrid meeting functionality, visitor management systems, and room booking platforms.Assist in maintaining meeting rooms, collaboration spaces, and client-facing areas to ensure they remain operationally ready and aligned to workplace experience standards.Vendor Coordination and IFM Service Delivery SupportSupport delivery of integrated facilities management services by coordinating vendors, contractors, and workplace service providers across workplace operations and service delivery activities.Assist with contractor access, onsite coordination, maintenance follow-up, service requests, and vendor scheduling while monitoring service delivery outcomes and escalating operational or service issues as required.Support audit readiness, operational compliance activities, and continuous improvement initiatives aligned to contractual and operational requirements.Safety, Security and ComplianceSupport workplace health, safety, security, emergency preparedness, and compliance activities in accordance with company, client, and regulatory requirements.Conduct workplace inspections and identify, report, and escalate workplace risks, incidents, hazards, maintenance concerns, and compliance issues in a timely mannerSupport contractor compliance processes, visitor management procedures, Fire Warden responsibilities, evacuation procedures, and workplace safety initiatives where required.Operational Reporting and Site SupportSupport the Facilities Site Lead and site team with operational coordination, workplace reporting, KPI/SLA tracking, administrative support, and service delivery follow-up activities.Maintain accurate operational records including service requests, inspections, incidents, workplace logs, stock levels, and vendor activities to support audit readiness, compliance, and operational reporting requirements.Operational Performance and Continuous ImprovementDeliver workplace and facilities services in accordance with agreed KPIs, SLAs, operational procedures, workplace standards, and client expectations.Demonstrate flexibility, accountability, teamwork, and a continuous improvement mindset while supporting evolving workplace and operational requirements.Sound like you? To apply you need to be:Experience in facilities, workplace operations, administration, hospitality, reception, concierge, or customer service within a corporate environment.Experience supporting front-of-house and back-of-house operations including vendor coordination, service requests, meetings/events, mailroom, and workplace logistics.Strong customer service, communication, stakeholder management, organisational, and administrative skills with the ability to manage competing priorities and work independently.Understanding of workplace health, safety, security, contractor management, and operational compliance requirements.Proactive, adaptable, and team-oriented with flexibility to support evolving workplace and operational needs.Experience within an IFM or corporate workplace environment, including workplace technology, hybrid meetings, hospitality, or event support –advantage.Fire Warden and/or First Aid certification, or willingness to complete required training – advantage.Benefits:Great employee discounts off fitness, wellbeing & other renowned brands18 weeks paid maternity leavePrivate Health Insurance DiscountsActive Social ClubEmployee assistant programNovated Lease for EV carsPaid time off for volunteer workCareer Opportunities with Australia's #1 Commercial Real Estate firmPremium officesWhat you can expect from us:You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.Interested candidates, please apply following the link below quoting job reference number ABREQ530969If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!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 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.