Admin Coordinator

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 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.

• People Management
  • Team Leadership
    • Mentoring for new joiners
    • Contribute to a positive working environment
    • Successor planning
  • Learning and Development
    • Attend trainings
    • Provide training records
• Finance & Reporting
  • Budget
    • Tracking budget utilization
    • Keep finance record for budget forecast
  • Finance Reporting
    • Support JLL regional finance to ensure all costs are accurately captured and tracked
  • Operational Finance
    • End to end PO management (incl. POR, GRR, closure, invoicing)
    • Maintain finance tracker
      • Update JLL finance tracker
      • Maintain documentary of invoice and quotation
• Sourcing & Procurement
  • Ensure the minimum amount of quotes has been received to demonstrate value for money has been achieved
  • Support on sourcing & procurement
    • Prepare quotations
    • Seek client's approval
  • Procurement compliance
    • Ensure client approval and PO has been received before JLL PO is raised
• Office Management
  • Site Inspection
    • Responsible for undertaking the inspection and filing the inspection.
    • Raise tickets associated with defects found during inspection and ensure the tickets are resolved within SLA.
  • PPM
    • Arrange with vendors to schedule PPM
    • Insert all PPM on 52-week tracker and assign POC
    • Escort and supervise vendors
    • Keep record for service reports
  • Inventory & Storage Management
    • Responsible for maintaining the stock level for smooth operation
    • Communicate with cross-functioning teams to arrange anniversary gifts and company workplace swags
    • Swag Support
      • OC Swag
        • Communicate with OC team for delivery and confirm receive
        • Support inventory tracking
      • BU Swag
        • Support stakeholders with receiving & storing arrangements.
        • Support stakeholders with shipping swags to clients
  • Operation Report
    • Maintain operational data to contribute to monthly operational report
  • Building Management
    • Align with cross-functional team for inspection details
    • Escort building management to internal office for site inspections
    • Ensure building managed services are delivered (e.g. Building core cleaning, external window cleaning)
    • Monitor and be first-response for inquiries from building management/ landlord
  • Visitor Management
    • Support end users to use the system for pre-registration
• Facilities Management
  • Special Function Room Management
    • Maintain setting and provide necessary stock to designated room
    • Supervise and undertake inspection to ensure the area is clean and disinfected regularly
  • Locker Management
    • Responsible to maintain Locker management BASE
      • PIC to receive notification (request/release/ transer)
      • Proactively provide feedback pertaining to the system's usability, with a view to continuous improvement.
    • Handle locker issues (i.e. Reset password, clean and clear locker)
    • Monthly audit to ensure no unauthorized use of lockers and the locker is clean and functioning
  • Key & Cabinet/Pedestal Management
    • Maintain record of cabinet usage request
    • Maintain record of key in and out record
    • Conduct regular audits to ensure compliance with key management policies and procedures.
  • Parking Mangement
    • Liaise and support MyParking app for parking application
    • Support for special accommodations (i.e. pregnant, disabled...)
    • Support for lost parking permit
    • Handle general inquiries
• Event Management
  • Responsible for event coordination
    • Correspond with end users and cross-functional teams in Event Genie Chat
    • Support event set up
    • Support rehearsal if necessary
    • Support vendors, such as catering, decorations, and dismantle
    • Support stakeholders on procurement, such as providing quotations, liasing with vendors, etc.
  • Update event status on Event Genie
  • Maintain event admin materials such as flipcharts, signage, poster easels
  • On-day ad hoc request
• Business Support
  • Workplace Ticketing System
    • Responsible for responding and handling of workplace tickets
    • Respond and resolve issues within SLA timer
    • Proactively provide feedback pertaining to the system's usability, with a view to continuous improvement.
  • Day1 support
    • Communicate with a cross-functional team for arrangement (i.e. HR, IT...)
    • Greet and assist new employees on Day 1 providing them with orientation materials and introducing the Workplace Ticket System for further assistance.
  • Access Badge Management
    • Support reception where applicable
  • Business Card Management
    • Be PIC on Business Card Admin Portal
    • Get notifications from the system
    • Prepare mock ups for end users' approval
    • Liaise with vendors, order business cards and ensure timely delivery and product quality
    • Record and billing submission
• Stakeholder Engagement
  • Communicate in Office Life group to extend support on office management
  • Provide service in polite and professional manners
• Performance Management (KPIs)
  • Understand internal KPI and operate to achieve standard
  • Monitor 3rd party vendors to ensure service quality
• Reception Services
  • Provide support to cover reception when necessary
• Mail Services
  • Support mail service where applicable
• Food Services
  • Propose and order snacks and beverages
  • Consumption tracking
• Vendor Management
  • Regular inspections to ensure 3rd party vendors SOW meet client's expectation, including but not limited to below services
    • Cleaning services
    • Delicate cleaning
    • Pest control
    • Landscaping
• Environment, Health and Safety (EHS) Responsibilities
  • Comply with all HSE guidelines, policies and requirements.
• Project Support
  • Support sourcing and procurement of projects
  • Support stakeholders on relocation
  • Support office expansion and omission
• Support and cover operations as instructed by the leaders

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.

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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.

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.