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.   

Duties and responsibilities

• Provide general overall facility management services including continuous monitoring of office/facility

• Act as an interface with client, visitors and guests. 
• Assist Facility Management Team with tactical planning for the facilities team’s goals and objectives
• Provide facility specific assistance to the project management team as needed or requested.
• Properly & effectively administer and maintain all services under the Facility Administrator’s responsibility (see following sections for details)
• Manage & maintain facility management tasks as assigned.  
• Ensure appropriate follow up with customers.
• Seek to continuously improve processes, systems and overall client satisfaction.
• Assist with budgetary requests, analysis and reporting
• Assist with researching, analyzing and reporting budget variances
• Work with team members to identify and respond to any financial or budgeting related issues
• Help support facility specific cost savings targets to contribute to the account achieving significant savings
• Assist management and staff with operational reporting, budgeting, financial systems, purchasing as necessary. 
• Support requests associated with Jones Lang LaSalle Management, Operations and Financial audits

RECEPTION

• Handle incoming and outgoing calls, filter for “scam” callers, and route to appropriate employee 
• Take messages if Client employee is unavailable and share message with employee
• Receive visitors and inform client that visitor has arrived
• Guide visitors on Security Sign-in procedures and issue appropriate Security Passes to visitors
• Ensure visitors are offered refreshments while waiting for client.
• Manage and maintenance the upkeep of the front office/ reception area so that it is presentable at all times
• Maintain external conference room booking schedules to maximise efficient use of space
• Redirect packages to Mail Room

 HELPDESK

• Receive request / concerns from customers by phone or email
• Redirect the request / concern to appropriate facility staff or on-site vendor to handle
• Track all necessary details of request / concern in tracker form
• Follow up with facility staff or on-site vendor to confirm completion of request
• Summarize monthly customer request / concern data for sharing with facility managers monthly operations report

PANTRY SUPPLIES

• Coordinate and manage Pantry Supplies with third party service provider/vendors
• Coordinate and schedue delivery and supply of Pantry Supplies
• Provide direction/information to vendors as required ensuring excellent execution of work within client environment with minimal disruption, as needed.
• Receive and dispatch of work requests to vendor
• Resolve problems associated with Pantry Supplies

OFFICE SUPPLIES

• Coordinate and manage Office Supplies with third party service provider/vendors
• Coordinate and schedule delivery and supply of Office Supplies
• Provide direction/information to vendors as required to ensure excellent coordination/execution of work within client environment with minimal disruption, as needed.
• Receive and dispatch of work requests to vendor
• Resolve problems associated with Office Supplies

FINANCE

• Execute all required financial related work to deliver facility services to Client’s facility
• Be administrator for JD Edwards EnterpriseOne (JDE) system
• Be administrator for Client’s purchase system for Facility related purchases if required
• Assist with registering new Third Party Vendors in JDE system according to JLL policy and procedures
• Create Purchase Order (PO) requests on behalf of the facility management team for both JDE and Client System
• Goods Receipt (GR) the PO after confirmation of PO requester
• Receive, scan and file invoices
• Email scanned invoices to JLL’s Financial Service Center (FSC)
• Assist FSC with any other financial related matters to ensure that all financial process are completed in a timely manner
• Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner
• Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner

• Escalate any potential risk of late payment or other financial matter that could impact facility operations to site facility manager as soon as you become aware

Required Qualifications & Experience

• Minimum of 2-3 years’ industry experience required in a corporate environment or as a third party service provider. 
• Good organizational and interpersonal skills with a strong customer focus.
• Proficient in MS Office, and possess strong written, verbal and people skills.
• Demonstrated intermediate to advanced written communication skills (spelling, grammar and punctuation) and verbal communications skills.
• Able to work independently with minimal supervision.
• Prioritize and manage the completion of projects in an efficient and timely manner.
• Ability to quickly learn how to use any Company required software may be required.

Location:

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

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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 HRSCLeaves@jll.com. 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.