Facilities Administrator B2

JLL; Milano; Remoto; EUR 30.000 - 40.000; Tempo pieno

Descrizione del lavoro

A leading real estate services firm is seeking a Facilities Administrator for a home-based position in Italy. You will manage document processes, support invoice payments, and ensure compliance with safety regulations. Ideal candidates are proactive and organized, with strong IT skills. The role may involve occasional visits to the client's office for document collection.

Servizi

Supportive culture

Wellness and growth benefits

Competenze

• Experience in corporate environments, reception, or hospitality.

Mansioni

• Support document management and facilities services.
• Handle incoming calls from local switchboard number.
• Support invoice and payment processes.

Conoscenze

Proactive

Organized

Good IT skills

Strumenti

Outlook

Excel

Word

Descrizione del lavoro

JLL supports the Whole You, personally and professionally.

Job Title

Facilities Administrator Italy - home based position

Department / Client Account

IFM / Intel

Line Manager

Number of Subordinates

Job Summary / Goals

The Facilities Administrator reports to a remote Facilities Manager / Area Manager and is responsible for supporting document management and facilities services to ensure effectiveness and efficiency. The role requires a high level of security and Health & Safety awareness. This is a home-based position with occasional visits to the Client’s virtual office to collect documents, depending on volume.

Client’s registered address

Via Santa Maria Valle, 3

Phone [phone]

Description

Activities

• Receive Intel invoices (Italian invoices via SDI electronic format ONLY) from Italian suppliers and forward for payment (PO, non PO, etc.)
• Receive hard copies of invoices in PDF from foreign suppliers and forward for payment
• Archive foreign invoices in Regus cabinet
• Inform suppliers about procedures for raising tickets or overdue invoices

Switchboard / Phone Calls

Handle incoming calls from local switchboard number

Post Office

• Archive mail weekly in the rented cabinet
• Coordinate with reception to send, scan, copy notifications, and inform employees about received mail

Shipments

Support domestic and international shipments, using Italian DHL account and cooperate with Customs broker for import/export procedures

Internal Shipments

• Raise annual POs for import activities

Documents Archive Procedure

Manage document archiving with Client/JLL and handle legal mail, including scanning and forwarding to relevant parties

Support for EHS / HR

• Ensure compliance with mandatory trainings and assessments
• Organize and track employee trainings and certifications

PO / Finance

• Support invoice and payment processes, including reminders and procedures for raising tickets

Miscellaneous

Support shipping of SIM cards and phone shipments

Employees Virtual Experience Services

Coordinate activities and events as requested, including biannual medical checkups

Skills & Experience

• Proactive, supportive, and organized with good IT skills (Outlook, Excel, Word)
• Experience in corporate environments, reception, or hospitality

Benefits

Supportive culture and benefits prioritizing wellness and growth

About JLL

• Leading real estate services and investment management firm operating in over 80 countries