Business Support, Administrative Services

Role And Responsibilities

OVERALL ROLE

This position is responsible for governance and administration of finance, sourcing, compliance and systems updates to release Workplace Experience and Enigineering team to engage with Occupants.

The role acts as point of contact for Landlord's and Vendor partners and it creates the stable foundation at a Site level. The helps to drive account initiatives by driving consistent implementation and delivery.

This role, whist back of house, requires and active level of engagement, interfacing not only with GRE, but also other service partners such as Security, and Landlords as relevant.

Major Responsibilities

Transforming to the Workplace Team of the future

• Day to day contact point with the Landlord, key vendors and JPMC partners
• Perfection of execution in administrative tasks
• Part of a highly proactive, responsive, dynamic and agile team
• Take on ad-hoc tasks to free up the Workplace team to engage with Occupants
• Timely execution of tasks every time
• Close integration with vendor partners to drive value
• Close attention to detail on procurement and financial task
  
  

Client/Stakeholder Management (in support of the Workplace Location Lead)

• Pro-actively develop and manage stakeholder relationships ensuring that expected service levels are achieved
• Comply with all requirements of the Client contract and meet or exceed Key Performance Indicators
• Deliver an exceptional quality of service to the Client, as reflected by Client feedback
  
  

Leadership / Staff Management/ Team Participation

• Actively encourage an environment that supports teamwork, co-operation, performance excellence and personal success
• Be a safe pair of hands to allow the Workplace enabler s time to engage on the client floor
  
  

Operations Management

• Provide comprehensive Workplace Team and Engineering support
• Handle Prismticket requests in a timely manner
• Provide administrative support of issuing work order to vendors
• Coordinate with vendors to perform a wide range of facilities related services
• Be the single POC for the Building Landlord
• Liaise with Technical and Engineering services as required
• Ensure filing and compliance matters are up to date and documents maintained in good order
• Act as administrative point of contact for the client floor
• Work with all related parties on timely delivery of all services
• Continuous Improvement implementation
• Cost saving mind-set that drives value for service as every level
• Conduct data analysis report when necessary
• Implement and feedback on operational procedures and performance measures to ensure simplification and accuracy of work methods, reliability of systems and consistency
• Support Regional initiatives such as user experience programs, JLL system roll-outs, regional training programs/workshops and other initiatives as appropriate, through driving implementation and consistency across the Region
• Drive Client specific initiatives such technology roll-outs, benchmarking, best practices etc.
• Ensure operations are aligned to financial processes and controls are adhered to at all times to achieve good financial management
• Ensure compliance with JLL and client Health, Safety, Environment and Risk Management policies and procedures
• Ensure data integrity of all systems across the Region and perform audits from time to time
• Ensure meeting or exceeding SLA/KPI scores
• Generate reports and conduct presentations as per the service delivery requirements and overall account management
• Review and spot-check suppliers/service providers performance to ensure contractual obligations are delivered
• Understand the operational & technical requirements of the site and ensure that current contracts are maintained to provide necessary supplies and services
• Work with all related parties on timely delivery of all services
• Cost saving mind-set that drives value for service as every level
• Conduct data analysis report when necessary
• When necessary raise risks to Workplace Experience Site Lead for further investigation
• Ensuring up to date information on Client's Property Services SharePoint
• Assisting payment application or intermarry
• Managing the payment application workflow and processing
• Supporting additional responsibilities as assigned by management
• Assist manager with expense reimbursement processing, schedule coordination, and other administrative duties
  
  

CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA

Ideal Experience

• Excellent verbal and written communication skills
• Able to adapt in a fast-paced working environment and versatile in meeting client changing needs and requirements
• Strong analytical, organization and administration skills
• Excellent Chinese
• Fluent English skills (reading and written)
• 2-3 year's experiences in Facilities Management, Hospitality, Airline Services, Events Management or equivalent
• Proficient in Excel, Word, and PowerPoint, skills are essential
  
  

Critical Competencies for Success (with corresponding I am JLL behaviours)

Client Focus & Relationship Management I Value my Customers

• Demonstrates proactive & professional approach to customer service and stakeholder engagement
• Has a natural hospitality-orientated communications acumen
• 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
  
  

People Management and Team Leadership I am a Team Player

• Ability to lead team effectively, train them well and promote open, constructive and collaborative relationships at all levels
  
  

Program Management & Organizational Skills I Am Proactive

• Excellent planning & organizational skills to prioritize work and meet tight deadlines
• Proven ability to manage multiple and complex operational matters on a daily basis
  
  

Problem Solving & Strategic Thinking I am Innovative

• Capacity to deal with ambiguity and solve complex problems effectively
• Analytical, proven ability to solve problems using a quantitative approach
• Proven ability to employ holistic approaches and looks at long term solutions
  
  

Other Personal Characteristics

• Natural communicator who enjoys engaging at all levels
• Self-motivated and confident
• Exhibits honesty & trustworthiness
• Open to new ideas & willing to challenge status quo
• Works well with diverse teams from various countries/cultures
• Organised