Workplace Officer (Administration)

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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.   

Position Overview The Workplace Officer (Administration) provides administrative, financial, and operational support to the workplace management team. This role focuses on contract administration, expense tracking, vendor management, and general office administration to ensure smooth operations of workplace services. Candidate with more experience will be considered as Senior Workplace Officer (Administration). Senior Workplace Officer (Administration): Handles more complex financial tracking, may supervise administrative assistants, and takes on greater responsibility for budget management Workplace Officer (Administration): Focuses on day-to-day administrative and financial support tasks under supervision Qualifications Education and Experience Diploma or equivalent in Facilities Management/Property Management/Business Administration or equivalent Minimum 2 years of relevant working experience Prior experience in office administration, facility services, or hospitality preferred Skills and Knowledge Good command of spoken and written English and Chinese (including Cantonese and Putonghua) Excellent customer service and communication skills Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Chinese Word Processing Experience with ERP systems (preferably Oracle) would be advantageous Valid Hong Kong Driving License Type 1 is an advantage Personal Attributes Ability to work independently under pressure Detail-oriented with strong organizational skills Financial acumen and attention to accuracy Professional demeanor and service-oriented attitude Key Responsibilities Financial Administration Perform contract budgetary and expense control duties Support workplace team with operating expenses (OPEX) and capital expenses (CAPEX) tracking Maintain and update spending records and payment documentation Ensure accuracy of financial reports and records Prepare monthly/annual financial/accounting reports for operating expenses Accounting Support Handle bookkeeper duties and daily accounting functions Support payment and invoice processing Prepare purchase orders (PO) and payment requests Manage data entry for financial transactions Reconcile financial discrepancies when identified Vendor and Contract Management Support vendor management processes including new vendor registration Assist with contract administration and documentation Maintain vendor database and contact information Coordinate with service providers for operational needs Process vendor-related paperwork and approvals Administrative Support Assist workplace team with administrative, clerical, and secretarial tasks Prepare reports including monthly service reports and presentation materials Create meeting agendas and record minutes Draft correspondence, letters, and notices related to workplace services Provide support for meetings, staff events, and corporate functions Transportation Services Management Manage corporate vehicle services and booking processes Arrange driver deployment and scheduling Coordinate vehicle maintenance, license renewals, and insurance matters Liaise with service providers regarding employee shuttle services Track and report on transportation usage and expenses Office Supply Coordination Handle general office supply orders and inventory Coordinate business card ordering processes Manage stationery and office supplies Track supply usage and reorder when necessary Additional Duties Handle other ad-hoc duties as assigned by management Support workplace team during special projects or initiatives Assist with documentation for workplace reporting requirements Working Conditions Primarily office-based administrative position Regular business hours with occasional flexibility needed May require occasional site visits or support at events Reporting Structure Reports to: Workplace Coordinator/Assistant Workplace Manager

Location:

On-site –Hong Kong, SAR, China

Job Tags:

Transition Management

If 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!

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