Provide general overall FM services including continuous monitoring of facility.
Work with property managers to handle routine property management operations, including: procurement of property supplies and services, issuing purchase orders, managing bid requests and service/construction contracts, and processing of accounts payable and accounts receivable.
Area of Responsibility Administrative Function
Assist Facility Management Team with tactical planning for the team’s goals and objectives
Provide facility specific assistance to the project management team as needed or requested
Manage and maintain small facility management tasks as assigned
Coordinate special events in support of client or JLL
Provide support for meetings and conference room reservations as needed and directed
Assist with the coordination and scheduling of maintenance activities
Answer property inquiries via phone, fax and email
Finance Function
Manage all PO and WO processes (create, goods receipt, WO management) vendor invoice submission accordingly for multiple locations
Assist finance team with PO and vendor invoice problems or issues
Support monthly finance activities/deliverables according to finance calendar
Assist with budgetary requests, analysis and variance reporting
Helps support facility specific cost savings targets
Support finance training of new operations team in conjunction with finance team
Communication and Relationship Coordination
Provide general overall facility management services including continuous monitoring of office/facility
Act as an interface with client, visitors and guests
Ensure appropriate follow up with customers
Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption
Compliance
Properly and effectively administer and maintain all security systems
Supports requests associated with Jones Lang LaSalle
Management, Operations and Financial audits
Ensure vendors and employees follow the proper safety and on-and-off-boarding procedures
Any and all other duties and tasks assigned.
Knowledge, Skills & Abilities Education/training
Associates degree in facilities management, building business or other related field
Bachelor’s degree preferred
Years of relevant experience
2 years’ experience with Facility or Property Administration
Skills and knowledge
Superior customer service skills and orientation
Ability to maintain professionalism at all times under stressful situations
Ability to plan and manage work under time constraints
Ability to multitask and work without direct supervision
Proficient in MS Office, and possess strong written, verbal and people skills
Strong organizational skills and collaborative style
Other abilities
Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports.
