Job Description

About JLL -
We're JLL--a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!
DUTIES & RESPONSIBILITIES
Service Delivery
Provide general overall facility management services including continuous monitoring of office/facility
Conduct morning checks on the facilities in the office
Act as an interface with client, visitors and guests
Being the point of contact for building landlord
Assist Client with tactical planning for the facilities team's goals and objectives
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.
Provide remote oversight to a Cleanroom (SG), Container Office (SG) and Malaysia Office.
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
Reporting to Taiwan Management on facility related projects and updates of the Singapore and Malaysia account on a weekly basis
Finance
Execute all required financial related work to deliver facility services to Client's facility
Be administrator for Client's purchase system for Facility related, 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
Meeting Room Support
Ensure meeting room(s) presentation is clean and tidy at all times
Assist the local business with meeting room bookings and operations of audio visual equipment where required
Demonstrate responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.
Read and understand the applicable Service Level Agreements, helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys.
Engineering Support
Coordinate & Manage HVAC, Fire Protection & Security Equipment, Mechanical and Electrical Maintenance and repair services with building/property maintenance management comprises of the managing of service from third-party service partner/vendors.
Client/Stakeholder Management
Manage the key client team representatives effectively to ensure that expected service levels are achieved
Build strong working relationships with key client representatives and promote company's engineering platform and provide a key linkage between the wider organisation and the client representative and account team
Coordinate with stakeholders to ensure smooth delivery of programs and procedures
Procurement & Vendor Management
Review the maintenance/service practices of M&E contractors to deliver quality work practices in line with the manufacturer recommendations, established processes, tools & documentations
Plan and manage budgets for Engineering & Operational contracts
Manage contract on vendors for technical services
Site Operations
Plan and take responsibility for smooth operations of all mechanical, electrical, plumbing installations and buildings works pertaining to the facility
Emergency call support and site attendance as required
Manage the M&E scope of the projects to ensure the quality and deliverables within the stipulated time
Develop and implement innovation programs and processes that reduce utility costs, increase productivity and savings
Continuous optimisation of processes, tools and documentation
Achieve key performance indicators and service level agreement target
Attending to ad-hoc guest at the visitor waiting area
Ordering and tracking of first aid supplies, office supplies and pantry supplies for both Singapore and Malaysia offices
Management of seasons parking on behalf of client
Collection of mail from the letterbox and distribute to relevant department mailbox
Space planning and occupancy reporting to CRE on a quarterly basis through physical counting of occupancy. ASML have plan to automate the process via implementing Smart Campus in the near future
Manage and program the registering and issuing of badge access and handle any badge related issues for users and visitors on a daily basis
Manage ad-hoc projects such as procurement for employees' benefits (T-shirts, food, etc)
Events Management
Setting up of space for celebration of events including moving of light furniture
Ordering of festive decorations including engagement with landscaping vendors for festive plants
Planning of celebration for festive holidays and monthly birthday celebrations
Health & Safety Management
Conduct regular audits to ensure safety procedures on site are in place and working
Assist in carrying out safety procedures when needed
Assist in the implementation and management of facility risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans
Follow established escalation procedures and incident reporting procedures
Consolidation of mandatory quality management documentation requirements for existing ISO certifications possessed by our client
Malaysia Responsibility
Track the supplies of stationaries and pantry supplies and ordering of additional supplies on a quarterly basis
Assist in the arrangement of delivery of items to the Malaysia Office from the Singapore office
Management of vendor and landlord remotely, users to assist in escorting the vendor for maintenance. The vendors will report to JLL upon completion of works for verification purposes. ASML employee will report the faults and works order via Plan on platform.
Users on site to assist in the monitoring the performance of the part time cleaner on site
Monthly processing of invoice for vendors
Required Knowledge, Skills and Abilities (KSA)
Working Environment:
The environment in which the job is performed, number of individuals in the work group, team composite and dynamics, and the amount of interpersonal interaction required in order to perform the job.
Minimum Required Education: .
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.
Drive the client's workplace improvement strategies
Ability to learn how to use any Company required software may be required.
Energy and drive to develop the customer experience
What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can't wait to see where your ambitions take you at JLL. Apply today!