Facility Administrator

JLL; Singapore; On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a Facilities Coordinator to support office operations and ensure a seamless experience for visitors and staff. This role involves managing reception services, coordinating with vendors, and maintaining compliance with regulations. The ideal candidate will possess strong interpersonal skills, proficiency in Microsoft Office, and a well-organized approach to daily tasks. Join a forward-thinking company that values diversity and offers a comprehensive benefits package focused on employee wellness and professional growth.

Benefits

Comprehensive Benefits Package

Supportive Culture

Mental Health Prioritization

Qualifications

• Pleasant disposition with strong interpersonal skills.
• Proficiency in managing daily activities using various systems.

Responsibilities

• Coordinate facilities services and manage office equipment.
• Handle reception duties and maintain visitor access control.
• Assist in general administrative activities and manage invoices.

Skills

Interpersonal Skills

PC Literacy

Communication Skills

Organizational Skills

Teamwork

Tools

Microsoft Office

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 we support them through professional growth, flexibility, and personalized benefits to manage life 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 both professionally and personally.

Duties and Responsibilities

1. Facilities coordination, including arranging office equipment services (copier, dishwasher, coffee machine, etc.), and coordinating with landlords on air-conditioning services.
2. Reception services: maintaining visitors log books, managing access procedures (issuing and collecting visitor access cards/badges), and ensuring security access control. Also, managing all mail collection, sorting, packing, organization, delivery, and sending activities, responding to employee inquiries and complaints, arranging speed deliveries, and adhering to security policies.
3. Handling incoming and outgoing calls, including message distribution.
4. Receiving, informing, and guiding visitors, including coordinating with client employees.
5. Providing assistance in general administrative activities and other duties assigned by the Facilities Management team.
6. Participating as a team member in emergency response situations related to facilities.
7. Managing invoices, maintaining commitment and payment records, and ensuring payments are received by vendors.
8. Addressing first-line complaints regarding soft services to the Facilities Management team.
9. Ensuring compliance with all governmental regulations on behalf of the client.
10. Assisting the Assistant Manager (AM) in preparing monthly management reports.
11. Ensuring all incident reports are completed effectively.
12. Assisting the AM with generating purchase orders and receiving goods.
13. Maintaining compliance with Jones Lang LaSalle’s minimum audit standards.
14. Managing end-user expectations and requirements.
15. Obtaining regular updates from supervisors of soft services vendors through weekly/daily briefings to monitor site operations.
16. Providing assistance to users as required.

Candidate Specification: Key Selection Criteria

1. Ideal Experience: Pleasant disposition.
2. Interpersonal skills: Sound, team-oriented, with client-facing capabilities.
3. Enthusiasm and willingness to learn and take responsibility.
4. Proficiency in PC literacy and managing daily activities using various systems, including the internet, email, and all aspects of Microsoft Office.
5. Good written and oral communication skills.
6. Well-organized.

If 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

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 operate in over 80 countries with a workforce of over 102,000 individuals who help real estate owners, occupiers, and investors achieve their ambitions. As a Fortune 500 company, we are committed to sustainability and corporate social responsibility, aiming to shape the future of real estate for a better world. We leverage advanced technology to create rewarding opportunities, innovative spaces, and sustainable solutions for our clients, our people, and our communities.

Our core values of teamwork, ethics, and excellence guide everything we do. We are proud to be recognized with awards for our success globally and locally.

Creating a diverse and inclusive culture where everyone feels welcomed, valued, and empowered is central to our identity. We believe that diverse backgrounds, experiences, and perspectives foster innovation and success.