Facilities Administrator

JLL; Singapore; On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a Facilities Administrator to support operational excellence in real estate management. This role involves coordinating administrative functions, managing vendor relationships, and ensuring compliance with health and safety regulations. You will play a key role in maintaining uninterrupted site operations and enhancing client satisfaction through continuous service improvement. The ideal candidate will possess strong interpersonal skills and the ability to manage multiple tasks effectively. Join a forward-thinking company that values sustainability and diversity, and offers personalized benefits for your growth and well-being.

Qualifications

• Strong interpersonal and communication skills are essential.
• Ability to manage multiple operational tasks daily.

Responsibilities

• Coordinate FM administrative functions and manage critical spare parts.
• Support mailroom operations and manage vendor relationships.

Skills

Interpersonal Skills

Communication Skills

Operational Task Management

Knowledge of EHS Regulations

Microsoft Office Proficiency

Tools

Computerized Maintenance Management System (CMMS)

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 for our clients. We are committed to hiring the best, most talented people in our industry and supporting them through professional growth, flexibility, and personalized benefits to manage life both in and outside of work. Whether you have 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.

Facilities Administrator (Helpdesk)

Work Dynamics

Position Goals

Assist the Soft Service Manager in delivering soft and hard services to operate and maintain the account, including technical, maintenance, asset, and vendor management.

Develop relationships with key client representatives and all key suppliers/service providers to the site.

Duties and Responsibilities

• Coordinate FM administrative functions and manage critical spare parts for facilities management functions.
• Keep records of parts and manage ordering of O&M related parts.
• Support mailroom operations: receive, sort, process, label, and deliver mail.
• Operate within the scope of work as defined in the JLL Agreement and ensure services meet SLA targets.
• Maintain current service agreements to ensure necessary supplies and services.
• Manage the computerized maintenance management system (CMMS).
• Handle incoming calls, manage vendor relationships, and oversee safety & security inductions.
• Manage mailroom and storage operations, photocopier and consumables management, document management, and financial processes like payables/receivables, PR/PO creation, invoicing, and archiving.
• Assist with staff moves, minor projects, annual shutdowns, room readiness, event setups, and move management.
• Ensure health & safety compliance and adhere to governmental and company regulations.

Key Performance Measures

• Uninterrupted site operations
• Client satisfaction
• Continuous service improvement

Employee Specifications

• Strong interpersonal and communication skills.
• Ability to manage multiple operational tasks daily.
• Knowledge of EHS regulations and proficiency in Microsoft Office.

Leadership and Personal Effectiveness

Behave consistently with company values, contribute to team delivery, and work towards individual targets.

Decision Making and Relationship Building

Make difficult decisions, resolve problems, and foster collaborative relationships with stakeholders.

Communication

Communicate effectively through actions and words, with regular reporting.

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 what you bring to the table!

Benefits and About JLL

We offer personalized benefits supporting well-being and growth, and are committed to sustainability and diversity. JLL is a leading real estate services and investment management firm operating globally, with a focus on creating rewarding opportunities, innovative spaces, and sustainable solutions.