Facilities Administrator

Jones Lang LaSalle Incorporated; Ontario; On-site; CAD 45,000 - 60,000; Full time

Job summary

A leading global provider of real estate services seeks a Facilities Administrator to support operational functions. This role involves managing administrative tasks, ensuring compliance with safety standards, and maintaining effective communication with service providers. Ideal candidates will demonstrate strong interpersonal skills and the ability to manage complex operations effectively.

Qualifications

• Manage multiple and complex operational matters daily.
• Sound interpersonal and communication skills required.

Responsibilities

• Coordinate FM administrative functions and manage critical spare parts.
• Ensure compliance with government regulations and company guidelines.
• Achieve key performance indicators and service level agreements.

Skills

Interpersonal Skills

Communication Skills

Problem Solving

Computer Skills

Tools

Microsoft Office

Job description

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Facilities Administrator (Helpdesk)

Work Dynamics

POSITION GOALS

• Assist the Soft Service Manager in the delivery of soft and hard services to operate and maintain the account including technical, maintenance, asset & vendor management.
• Develop an understanding of and sound working relationships with key representatives of the client and all key suppliers’ / service providers to the site.

DUTIES AND RESPONSIBILITIES

• The Helpdesk Exec will coordinate the FM administrative functions and manage critical spare parts for facilities management related functions. He/she will be responsible to keep records of parts and ordering of O&M related parts as required.
• The helpdesk exec will also double up as mailroom support to receive, sort, process, bag, label and deliver all incoming and outbound mail. Be familiar with & operate to the Scope of Work as defined in the JLL Agreement. Responsible for delivery of services in accordance with SLA
• Achieve key performance indicators and service level agreement targets
• Understand the operational & technical requirements of the site and ensure that current service agreement is maintained to provide necessary supplies and services.
• Responsible for the computerized maintenance management system or CMMS
• Spare Parts Management
• Vendor Safety & Security Induction (Managing Agent)
• Mail Room Operations
• Sending
• Receiving
• Distributing Mails to each desk
• Adhoc Support to Shared Service
• Storage management
• Document management
• PR/PO creation
• Quotation/Invoicing
• Archiving of Service Reports/DeliverOrders
• Assist Staff Move
• Support Minor Projects Coordination
• Assist in annual shut down
• Room readiness
• Event set-ups
• Events Venue Coordination
• Move management
• Protect the health & safety of staff and others by adhering to and developing guidelines and strategies
• Ensure compliance with all government regulations, statutory regulations on fire, health and safety standards
• Ensure compliance withthe company'sprograms and audit programs and participate in engineering community initiatives
• Adhere to the company's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies

KEY PERFORMANCE MEASURES

• Uninterrupted site operations
• Client Satisfaction
• Continuously improving service

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

• Sound interpersonal skills to manage diverse range of service providers and Client representatives
• Sound written and oral communication skills
• Demonstrated ability to manage multiple and complex operational matters on a daily basis
• Working knowledge of EHS Regulations
• Sound computer skills in Microsoft Office

LEADERSHIP

• Represent Jones Lang LaSalle by behaving consistently with cultural and company requirements.
• Provide services to the account’s cultural and company requirements.
• Work towards objectives unsupervised.
• Be willing to assist colleagues.

PERSONAL EFFECTIVENESS

• Provide an effective contribution to the team’s delivery.
• Contributes via regular feedback, to the overall performance of the delivery team.
• Works towards individual targets, monitor and manages individual performance.

DECISION MAKING

• Be able to make difficult decisions and resolve problems or improve operations.
• Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle

RELATIONSHIP BUILDING

• Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.
• Gains respects of superiors, subordinates, peers and clients.

COMMUNICATION

• Listens effectively and communicate through actions and example. Has strong written and oral communication skills.
• Regular reporting of the work accomplished and upcoming work

Location:

On-site –Singapore

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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At JLL, we give you the opportunity, knowledge and tools to own your success, because we value what makes each ofusunique. We help ourpeople thrive, grow meaningful careersand find a place where they belong.Together, we strive to be exceptional and shape a better world.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visitjll.com .