Account & Admin Support

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.