Job Description

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\xe2\x80\x99ve got deep experience in commercial real estate, skilled trades or technology, or you\xe2\x80\x99re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.Administrative ExecutiveWork Dynamics (Integrated Facilities Management) \xe2\x80\x93 SingaporeJLL supports the Whole You, personally and professionally.Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you\xe2\x80\x99ve got deep experience in commercial real estate, skilled trades, and technology, or you\xe2\x80\x99re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.Support the on-site team on administrative worksAssist in consolidation and reporting of FM spend under the responsibility off JLLManage and maintain proper records of site information and register of users/staff particulars and informationMaintain security and cleaning procedures and controlling access (monitor logbook, issue visitor badges at reception)Perform other administrative duties such as filing, photocopying, collating etc.Updating of track list for new staffs and resignees (vehicle list)Verify invoices for works completed and goods received.Work with HQ finance in vendor invoices processingHandle the public enquiries and feedback through calls, email, walk-up assisting & support Receptionist in the event where Receptionist newly joined.Assist with collating utilities data for tenant units and put up billing report to client to issue billing to clientsOrdering of hampers, stationeries for office and production suppliesAssist of booking flights for Client StaffIssuance of Purchase Order to vendorsEnsure prompt submission of vendors invoicesAssist to support for season parking application and carpark operation administrationAny other duties as and when assignedSupport site team on client billing/invoicing and internal financial processesTracking & monitoring payment status (both client and vendor) and site spendingAssist in the preparation of JLL service reports, funding reports, OT reports and other documentation as requiredRaise Work Orders in Corrigo and Purchase Order Requisition via JDEAll other admin support as required by FMAdministrative

• Maintain proper office filing & archiving system (soft & hard copies)

• Follow up on Expense Approval process to ensure proper documentation and requisite approvals are in place

• Monitor and track expenses and ensure timely invoice processing by the managers

• Assist to follow up and update SOPs

• Finance administration work such as Raising of PO & GR for ASM, SAP System POR Requestor Procedures, End to End Support, ASM Finance GR Administrative Work, Procurement of all vendor services

• Provide other ad hoc services as and when required.

Contracts

• To assist in vendor contract renewal, vendor creation of processes. Raising for vendor creation basing on ASM creation. Vendor update of detail, of contact information.

• Support all sourcing & procurement activities for ASM.

• Support the development and implementation of procurement guidelines and processes.

• Collaborate with other functions as required, ie Legal, Finance, Engineering & Operations, Human Resources for procurement activities

• Support any ad-hoc tasks as assigned by the senior site lead, not limited to the duties / responsibilities as described above and which may be subject to changes as needed to support the business requirements

Ideal ExperienceITE certification in Business Administration/ Commerce/Finance or admin1 to 2 years working experienceStrong PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions & all aspects of Microsoft Office.Critical Competencies for SuccessAble to cooperate and work well with others to meet targetsSupport the team effectively as and when neededProven ability to commit to flawless execution while complying with firm\xe2\x80\x99s procedures and standardsClient Focus & Relationship ManagementAble to interact with the general client staff & vendors with easeAbility to manage conflict and conflicting prioritiesDemonstrates ability to work with vendors to deliver efficient servicesDemonstrates proactive & professional approach to customer serviceHas a customer-oriented attitudeOther Personal CharacteristicsPleasant DispositionSound inter-personal skills /team player with client facing capabilities.Self-starter with \xe2\x80\x9cCan do\xe2\x80\x9d attitude.Enthusiasm and willingness to learn/take responsibilityGood written & oral communication skillsWell \xe2\x80\x93organised with the ability to co-ordinate, prioritise and manage under pressureLocation:On-site \xe2\x80\x93SingaporeIf this job description resonates with you, we encourage you to apply, even if you don\xe2\x80\x99t meet all the requirements. We\xe2\x80\x99re interested in getting to know you and what you bring to the table!JLL Privacy NoticeJones 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\xe2\x80\x99s 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 .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 and Affirmative Action policy .Jones Lang LaSalle (\xe2\x80\x9cJLL\xe2\x80\x9d) 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 \xe2\x80\x93 including the online application and/or overall selection process \xe2\x80\x93 you may contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page
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