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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.   

Job Title- Business Administrations and Facilities Support

Job Description Summary

To provide comprehensive administration, reception & workplace coordination for clients as directed.

Internal Processes Management

Partnering with the Client/Stakeholder(s)Proactively engage stakeholders to ensure that client expectations are metBuild and develop effective client / stakeholder relationships across multiple levels of the organisationKey point of contact for Facilities within our client’s portfolioVendor Coordination - Ensure vendors are well-managed, delivering services on time

Analytics

Develop an understanding and working knowledge of the following software systems
Corrigo – PPM System
JDE
iAuditor

Administration

Assist Facilities Coordinator & clients with administrative dutiesImplement, comply with and audit all internal management systems, for quality assurancePro-actively develop and manage client / business unit relationships and streamline processes

Client Focus & Relationship Management

Demonstrates proactive & professional approach to customer service and stakeholder engagementAbility to interact with a wide range of client staff, including senior levelsAbility to manage conflict and balance between client and firm requirementsHas a customer service-oriented attitude

Organizational Skills

Excellent planning & organizational skills to prioritize work and meet tight deadlinesProven ability to manage multiple and complex operational matters daily

Key skills

Proficient in English and communications via Telephone, email and Microsoft suite of productExperience in property / facilities / project management related fields.Experience in Receptionist roles and able to provide supportDemonstrated knowledge of technical services.Ability to deal with a variety of complex issues concurrently, within tight operational deadlines.High numerical skills with the ability to manage details and develop systems for contract financial managementAdvanced skills in ExcelSound computer skills including Microsoft suite Microsoft Word, Access and Power Point etcAnalytical and / or financial experienceExcellent communication, organisation and interpersonal skillsGoal oriented and focused on meeting performance targets.Excellent client service and communication skills.Ability to work well monotonously and in a team environment.

Duties and Responsibilities include but not limited to:

Provide general reception services by answering and routing all incoming calls, responding to general office emails, tendering to voicemails and public inquiriesEnsure the smooth operation of Front of Office area, general office equipment and kitchenPerform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the officeAssist staff with printing of documentation and bindingProvide support to inventory management of CE uniforms, processes and issuing of tax invoice for internal recordsAct as key point of contact between client and Building ManagementProvide timely business administration support to all business unitsCouriers and shipment related requestsAssist with monthly invoice reconciliationPreparation of onsite catering requirementsOrganizer of all in-house events and coordinate with other sites if necessaryBuilding and Office Access ManagementCreate, update and maintain SOP documentationsManage resources - Meeting rooms, carpark facilities, employee lockersSupporting the management of IT assets – issuing, collecting returns, updating records and scrapingAssist with meeting room audio and visual set-upProcess orders and maintains inventories on all general office supplies, facilities equipment and stationeryAid in training room requirements and Audio and Visual set upAssist in review, revise, update contracts and filing when necessaryManagement and printing of ID cards for all Australia sitesAccounts – invoicing related enquiriesInvestigating incorrectly delivered parcels and facilitate freight logistics for internal/external partyRecord, track, collection and communication of building mails and deliveries to relevant partiesAssist in the collection and distribution of IT assets for new/existing/ exiting employeesCreate and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidatesServe as a liaison between office staff and Facilities Management in service requests and onsiteCarry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliancesAssist in the management of preventive maintenance schedules (A/C, fire marshals, emergency lighting, etc.).Provide support to field services operations, fleet management and arrange return of E-tags

Location:

On-site –Chatswood, NSW

Job Tags:

Hiring

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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