Business Support Coordinator

JLL; Sunnyvale (CA); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

401(k) plan

Comprehensive Medical, Dental & Vision

Paid parental leave

Paid Time Off

Early access to earned wages

Job summary

JLL is seeking a Business Support Coordinator in Sunnyvale, CA to provide dedicated financial and administrative support. You will assist the Regional Facilities Management team with key financial activities such as purchase order management and financial reporting.

The ideal candidate has at least two years of facilities experience, proficient in Microsoft Office tools, and is capable of working independently in a fast-paced environment.

Qualifications

• Minimum two years of facilities experience.
• Two years of administrative experience required.
• Proficient in preparing reports and documents.
• Strong understanding of accounting and finance.

Responsibilities

• Track and report on financial performance through KPIs.
• Create and manage purchase orders for the team.
• Process invoices and assist with financial accruals.
• Generate reports and perform analytics on performance.

Skills

Financial reporting

Vendor management

Data entry

Problem solving

Time management

Communication skills

Microsoft Office

Education

High School Diploma

Tools

CMMS

Yardi

Tableau

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

JLL empowers you to shape a brighter way.

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 peopleand empowering them tothrive, 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.

Job Summary

Provide dedicated financial and administrative support to a Regional Facilities Management team within one of four Bay Area regions. This role supports the efficient operation of the region through key financial activities, detailed administrative tasks, and performance reporting. The Business Support Coordinator works directly with the Site Operations Teams, providing high-level support. Additional administrative support may include but is not limited to purchase order creation, financial reporting, invoice validation and approvals, vendor management, and client reports/deliverables.

Job Responsibilities

• Work with the Regional Facilities Managers (RFMs) to track and report on financial performance, including monitoring compliance with Key Performance Indicators (KPIs).
• Assist the RFM team with financial administration and controls.

Day to Day Operations

• Support the regional RFM team with various financial and administrative tasks:
  • P.O. Generation: Create and manage purchase orders for the regional team.
  • Invoicing & Accruals: Process invoices and assist with monthly financial accruals.
  • Documentation: Update and monitor site playbooks and site websites to ensure current and accurate information.
  • Reporting & Analytics: Generate reports and perform analytics on team performance, financial spend, and operational metrics.
  • KPI Compliance: Monitor and report on regional compliance with defined service-level agreements (SLAs) and performance metrics.
  • Gems and Corrigo work order generation
• Work with the Operations Teams to track and report on operational performance and financial status.
• Comply with all requirements of the client contract and meet or exceed Key Performance Indicators.

Service Delivery

• Actively support an environment of teamwork, cooperation, performance excellence, and personal success.
• Conduct daily walkthroughs to ensure a clean and organized office.
• Identify opportunities for improved operation and service excellence, making recommendations for conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times and the provision of a safe workplace.
• Update and maintain accurate records and official documentation for the site/s including websites and playbooks

Required competencies:

• Minimum two (2) years of Facilities experience
• A minimum of two (2) years of work experience in an administrative capacity. Experience with data entry, basic reporting, filing, scheduling, and general office support is a must
• Must be proficient in preparing reports, documents, files, etc.
• Strong understanding of general accounting and financing is a must. Working knowledge of accruals, variance reporting, account payables, budgets, and expenditure control is also desired
• Is knowledgeable about local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous.
• Understanding of basic technical aspects of property (computer room air-conditioning, chiller system, fire protection system, mechanical & electrical system) is advantageous.
• Proficiency in a range of information technology tools and platforms.
• Excellent organization and problem solving skills.
• Ability to work independently with little supervision and effectively deal with stressful situations.
• Self-motivated; confident, energetic and flexible.
• Demonstrate the ability to plan and prioritize tasks in a self-directed work environment and maintain high levels of productivity
• Extremely detail oriented
• Must work well under pressure in a demanding environment
• Manages time efficiently with demonstrated ability to multitask
• Strong analytical and problem solving abilities
• Strong written communication skills for reporting

Education:

• A High School Diploma or General Equivalency Diploma (GED). College or university credits or degree in applicable discipline preferred

Desired Competencies:

• Excellent people skills.
• Great multi-tasking ability.
• Self-Starter and great team contributor.
• Good supervisorial and interpersonal skills.
• Good written communication skills; knowledge of Spanish a plus.
• General maintenance and handyman skills.
• Experience with CMMS, financial systems (Yardi is a plus), and Tableau or other data reporting software
• Comfortable using Microsoft Outlook, Excel, Word and PowerPoint.
• Ability to interact with clients, management, staff, and vendors as a professional at all times.
• Prior experience in facilities, property management, or a related administrative field preferred.

Physical Requirements:

• While performing the duties of this job, the employee is regularly required to travel from floor to floor and may be required to travel outside between buildings in varying outdoor weather conditions
• The employee may also be regularly required to sit or stand for prolonged periods of time
• Regularly use hands to operate office machinery including, but not limited to, telephones, computers, fax, and photocopy machines
• Regularly required to walk, talk, and hear

California Residents only

Location

On-site -Sunnyvale, CA

Job Tags

Google Jobs

Personalized benefits that support personal well-being and growth:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Early access to earned wages through Daily Pay

Estimated compensation for this position:

59,600.00 - 75,000.00 USD per year

This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.

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 more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

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 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 email us at [e-mail]. 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.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.