Business Support, Facilities Support

**JLL empowers you to shape a brighter way**.

**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 met
- Build and develop effective client / stakeholder relationships across multiple levels of the organisation
- Key point of contact for Facilities within our client’s portfolio
- Vendor 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 duties
- Implement, comply with and audit all internal management systems, for quality assurance
- Pro-actively develop and manage client / business unit relationships and streamline processes

**Client Focus & Relationship Management**
- Demonstrates proactive & professional approach to customer service and stakeholder engagement
- Ability to interact with a wide range of client staff, including senior levels
- Ability to manage conflict and balance between client and firm requirements
- Has a customer service-oriented attitude

**Organizational Skills**
- Excellent planning & organizational skills to prioritize work and meet tight deadlines
- Proven ability to manage multiple and complex operational matters daily

**Key skills**
- Experience in property / facilities / project management related fields.
- Experience in Receptionist roles and able to provide support
- Demonstrated 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 management
- Advanced skills in Excel
- Sound computer skills including Microsoft suite Microsoft Word, Access and Power Point etc
- Analytical and / or financial experience
- Excellent communication, organisation and interpersonal skills
- Goal 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: _**
- Ensure the smooth operation of Front of Office area, general office equipment and kitchen
- Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office
- Assist staff with printing of documentation and binding
- Provide support to inventory management of CE uniforms, processes and issuing of tax invoice for internal records
- Act as key point of contact between client and Building Management
- Provide timely business administration support to all business units
- Couriers and shipment related requests
- Assist with monthly invoice reconciliation
- Preparation of onsite catering requirements
- Organizer of all in-house events and coordinate with other sites if necessary
- Building and Office Access Management
- Create, update and maintain SOP documentations
- Manage resources - Meeting rooms, carpark facilities, employee lockers
- Supporting the management of IT assets - issuing, collecting returns, updating records and scraping
- Assist with meeting room audio and visual set-up
- Process orders and maintains inventories on all general office supplies, facilities equipment and stationery
- Aid in training room requirements and Audio and Visual set up
- Assist in review, revise, update contracts and filing when necessary
- Management and printing of ID cards for all Australia sites
- Accounts - invoicing related enquiries
- Investigating incorrectly delivered parcels and facilitate freight logistics for internal/external party
- Record, track, collection and communication of building mails and deliveries to relevant parties
- Assist in the collection and distribution of IT assets for new/existing/ exiting employees
- Serve as a liaison between office staff and Facilities Management in service requests and onsite
- Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
- Assist 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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