Administrative Coordinator

Overview

JLL empowers you to shape a brighter way.

Our people at JLL 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.

Position

Administrative Coordinator

Work Dynamics - Integrated Facilities Management (Singapore)

What this job involves

The Administrative Coordinator strengthens the sense of community at JLL offices, by helping the workplace team facilitate togetherness, making operating in a JLL office space simple and easy, positively linking people and solutions, whilst undertaking all of this in a receptive, fun, approachable and responsive way.

JLL is currently reshaping our workplace property service delivery and this role plays a key part in supporting the operational team on the account to deliver services that provide leading edge facilities and workplace services that align to JLL’s “The Future of Work” methodology.

This Administrative Coordinator role supports engagement with stakeholders (internal and external), as well as improvement in facilities management and the delivery of client-centric service excellence to end users.

Key activities

• Client/Stakeholder Support – Provide superior customer service to meet on-site client’s expectations

• Procurement & Vendor Support – Assist in the management of all contractors on site to ensure they perform to the required standards; assist in the procurement of vendors and services as required

• Finance Support – Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

• Health & Safety – Conduct regular audits to ensure safety procedures are being complied with; assist in carrying out safety procedures when needed

• Site Operations – Loading Dock Coordination (if applicable); coordination of Loading Dock bookings; overseeing all incoming deliveries; observe unloading of trucks for proper handling and distribution of freight; recording delivery information on incoming shipments for each specific vendor

• Conference Rooms Coordination – Coordinate booking of the conference rooms; prepare conference room areas for meetings; organize any specific requirements from the clients regarding meetings; coordinate DCI or customer meals as directed

• Consumables – Preform the weekly consumables order; receipt all consumables delivered and store as required; forward receipts to FM team for records; ensure adequate consumables available for clients

• General Site Cleanliness – Perform inspections on the cleaning onsite; give direction to the onsite cleaning staff, ensuring Data Halls and service corridors are kept tidy; organize any special clean requirements

• Escorting Clients/Contractors – Escort clients in areas only persons with Level 1 Security Access can reach; assist in maintaining client access requirements

• Risk Management – Assist in the property risk management program; participate in the disaster recovery and business continuity plans as required; follow established escalation procedures and incident reporting procedures; adhere to JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies

• Achieve Key Performance Indicators and Service Level Agreement targets

• Other tasks consistent with the role of Administrative Coordinator

Other Personal Characteristics

• Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively

• Ability to effectively deal with stressful situations

• Able to work independently

• Self-motivated; confident & energetic

• Flexible – able to adapt to rapidly changing situations

• Goal-oriented – able to focus on meeting all performance targets

• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener

• Exhibits honesty & trustworthiness

Requirements

• Educational: minimally Diploma or above preferred

• Working Experience: 1 year or more relevant experiences

• Skill Requirement: Proficient in using office software such as PPT and Excel; strong service sense, customer friendly, good judgement, independent; fluent in English with business etiquette knowledge and public relation skills

• Basic M&E knowledge is preferred

• Working hours: 8am to 6pm, Monday to Friday

• After office hours as required; OT applicable

Location

On-site – Singapore

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you’re pursuing.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We protect the personal information provided to us and keep it secure for reasonable business or legal reasons. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation during the employment process, you may email HRSCLeaves@jll.com. For other inquiries, please visit our Contact Us page.