Facilities Assistant

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Job Summary:

The Administration Specialist is responsible for ensuring the smooth and efficient operation of the offices, overseeing/executing administrative tasks, facilities management, vendor relations, manage office expenses, ensure compliance of office safety regulations and company office policy, and provide team support across related administrative functions.

This role requires strong communication and interpersonal skills, proactive and structured way of working, knowledge of office management, with organizational and and problem-solving skills to maintain a safe, productive, and well-functioning workplace.

Key Responsibilities:

1. Office Routine Operation

· Reception & Front Desk Service: Handle visitor reception, phone calls, and front desk services. Mail/ courier services. Manage booking and usage of conference rooms,  and  name card printing.

 

· Office Supplies & Expense Management : Purchase, distribute, and maintain inventory of office supplies, stationery  and pantry items. Prepare and verify monthly office expense bills. Prepare the vouchers in a timely manner and submit  them to  Finance.

 

· Office Environment & Equipment Maintenance: Ensure office cleanliness, plant care, and maintenance of daily equipment and facilities. Supervise the cleaning work of the  office maids. Ensure regulation compliance to protect work environment and employee safety. – 医药箱的补充，年度年检，消防面罩等物品的购买和分发

 

· Fixed Assets & Access Card Management: Issue/collect and register employee and visitor access cards, manage fixed assets, and assist Finance with annual inventory checks. Declare and dispose of assets in accordance with company procedures.

 

·  

2. Vendor /Suppliers&Office Agreement Management

· Vendor & Service Provider Liaison: Manage selection, communication, and coordination with vendors and service providers and manage processes related to vendor code creation. – 负责PPM work，Vendor code（供应商信息建立，变更等等）

·  Agreement/Contract Management: Be responsible for the approval of the company's related expenses and agreements, manage and archive all agreements. . Timely records to ensure completeness and traceability. (Including but not limited: office lease, office cleaning, greenery ,utility, express and stationary etc…) . – Admin role

· Cost Saving&Service Quality: Monitor quality of the available vendors / suppliers and select most suitable suppliers in order to ensure high quality and addressing of the needs.

 

3.Office Lease, Renovation & Relocation

· Lease Management: According to the office budget and business development plan, space requirement to liaise with the landlord, assist with office lease and landlord &property-related matters. – 例如Office续签或者不续租，这个role提供现实情况和行政建议。

· Renovation & Maintenance: Coordinate office renovation, maintenance, and improvement projects. – 提建议或者需求

· Relocation Coordination: Manage office relocation and related arrangements. – 搬家的行政协助， Admin role

 

4. Event Organization & Support

· Meeting & Event Support: Assist in organizing company meetings, annual parties, office celebrations, and other staff events. Reach cost efficiency by achieving favorable pricing and payment conditions as well as by making sure that slots available are fully used. Ensure all activities are properly managed and communicated in line with company policies and procedures.

Qualifications & Skills:

· Education: Bachelor’s degree, preferably in administration, business management, or related fields

· Experience: 3-4 years in  administrative management, vendor management, or facility administration.

· Proficiency in office software and common office equipment.

· Strong sense of responsibility, ability to work independently, and good team spirit.

· Proactive, hands-on, results-driven, problem-solving mindset with attention to detail.

· Strong communication and interpersonal skills.

· Good English written and oral speaking.

 

费用结算包括 --

Office费用：水电，租金，物业包空调清洗

Vendor 费用 ：保洁（地毯清洁），办公用品，绿植，快递

门卡管理

Location:

On-site –Nanjing, JS

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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