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.
Job Summary
The Assistant Workplace Manager ensures smooth day-to-day operations and exceptional workplace experience. This role oversees office and pantry services, vendor coordination, expense and invoice processing, check issuing, vendor collaboration and facilities support, shipping and receiving, all while maintaining a polished, client-ready environment. The ideal candidate is proactive, organized, and service-oriented, with strong professional communication skills and the ability to work independently while supporting leadership and the broader team, following outlined policies and standard operating procedures. The Assistant Workplace Manager will be expected to increase the level of engagement and partnership between JLL, service partners and our clients, to provide superior service delivery while enhancing their individual personal and professional skills. This client-facing role provides the opportunity to combine your passion for service, brilliant people skills and enthusiasm for creating a hospitality focused workplace environment.
Job Responsibilities
· Serve as the initial point of contact for all Client employee inquiries, issues, troubleshooting, and feedback related to the services within the workplace, with the primary goal of positively impacting the care and comfort of Client employees and guests
· Manage office and pantry supply ordering, restocking, and organization, daily lunch orders for employees and visitors, and catering requests.
Oversee seating, access badges, and assist with minor tech troubleshooting.
Coordinate shipping, receiving, and carrier relationships.
Track and process invoices, expenses, and payments; prepare and mail checks and documents.
Serve as the main point of contact on-site for internal communications and vendor coordination in collaboration with leadership and business relationships to ensure proper vendor partner processes and systems are engaged.
Maintain records, files, and documentation with accuracy and attention to detail.
Partner with facilities and building teams to ensure a clean, well-maintained office.
Identify opportunities to streamline administrative processes and update procedures as needed.
· Conduct routine walkthroughs and assessments of the soft services delivery to ensure compliance with service level agreements, policies and regulations, and performance metrics to provide flawless execution and stable service delivery for the Client.
Ensuring Exceptional Service
· Works collaboratively within the account team in the delivery of services across all business lines (Facility Management, Engineering, Transactions, Projects, etc.)
· Assists with third party vendor relationships and service partners to provide maximum service delivery
· Intuitive service delivery, anticipating needs or concerns exceeding Client expectations
· Builds meaningful lasting relationships with Client employees and guests, carrying calling and culture cards
· Visibly engaged and well known in the workplace; spends a minimum of two hours per day welcoming employees in the reception or employee entrances while also walking floors to ensure Workspaces (offices, desk, conference rooms, mailroom, pantries, etc.) are stocked and maintained
· Receives and responds to all requests or issues within one day of receipt, including a personal follow up to Client employees to ensure questions / requests are answered
· Identify potential risks and escalate, as appropriate, to ensure no privacy breech, security incident or disruption to Client’s operations occur
· Assistance and flexibility with Client events as needed to ensure flawless delivery
· Provide administrative and operational excellence for soft services
· Perform additional job duties, as requested
Qualifications
· 3+ years of experience in office management, administration, or client relations support.
· Strong organizational, verbal/written communication, and multitasking skills.
· Proficient in Microsoft Office Suite including Outlook, Word, Excel; Expense & Invoice Management Systems.
· Experience with Workday, Salesforce, Ivalua, and Concur a plus.
· Professional, dependable, and able to manage multiple priorities with minimal supervision.
Why Join Us
As Assistant Workplace Manager you’ll play a key role in creating a professional, welcoming, and efficient workplace that supports the success of our people, clients, and partners.
This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without employer sponsorship.
Location:
On-site –Louisville, KYIf this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
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. Some of these benefits may include:
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
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.
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.
Accepting applications on an ongoing basis until candidate identified.