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.   

Job Summary

The Facilities Assistant is responsible for providing comprehensive administrative, operational, and executive support to the Site Lead and Workplace Management team. This role ensures efficient office operations through coordination of procurement activities, vendor billing management, health and safety reporting, workplace administration, and executive support. The position also supports financial tracking, reporting, and employee services to maintain smooth site operations and organizational compliance.

Key Responsibilities

1. Executive and Administrative Support

Provide facilities and administrative assistance to the Site Lead and support day-to-day operational requirements.
Assist the Cheers Committee, OSH Committee, and other employee engagement activities as needed.
Administer and monitor the Site Lead’s expense reports through the Concur system.
Prepare, maintain, and distribute reports related to site management operations.

2. Procurement and Financial Administration

Create and process Purchase Orders (POs) for client vendors.
Maintain and update PO systems to ensure accurate tracking and documentation.
Monitor and verify two-way accrual processes related to client POs.
Process vendor billing for client, including reconciliation of unpaid invoices and outstanding balances from previous months or years.
Ensure compliance with internal procurement and financial policies and procedures.
Process travel and expense reports in a timely and accurate manner.

3. Health and Safety Reporting

Contribute to the preparation and submission of Global Health & Safety Enablon metrics on a weekly and monthly basis.
Ensure timely reporting and proper documentation aligned with global Health and Safety standards.
Assist the clinic nurse with procurement and coordination of health and medical supplies when required.

4. Workplace and Office Operations

Manage employee seating arrangements and workspace allocation within the office.
Coordinate the deployment, assignment, procurement, and budgeting of computer peripherals.
Maintain records related to workplace resources and equipment distribution.

5. Employee and Visitor Coordination

Facilitate the creation and issuance of company identification cards for employees and authorized personnel.
Coordinate hotel accommodations and airport transportation arrangements for VIPs and guests, including car transfer services when required.

6. Reporting and Documentation

Prepare operational reports related to site management on a daily basis.
Maintain accurate documentation for procurement, financial transactions, and administrative processes.
Ensure all records are organized and accessible for audit and compliance purposes.

Key Performance Indicators (KPIs)

Timely and accurate processing of purchase orders, travel and expense reports, and vendor billing.
Accurate reconciliation of vendor accounts and monitoring of accruals.
On-time submission of Global Health & Safety Enablon metrics.
Efficient support of expense management for site leadership.
Effective workplace coordination and resource management.
High level of administrative accuracy, organization, and compliance with company policies.

Location:

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.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.