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 Overview
The Workplace Officer (Administration) provides administrative, financial, and operational support to the workplace management team. This role focuses on contract administration, expense tracking, vendor management, and general office administration to ensure smooth operations of workplace services. Candidate with more experience will be considered as Senior Workplace Officer (Administration).

Senior Workplace Officer (Administration): Handles more complex financial tracking, may supervise administrative assistants, and takes on greater responsibility for budget management
Workplace Officer (Administration): Focuses on day-to-day administrative and financial support tasks under supervision

Qualifications
Education and Experience
Diploma or equivalent in Facilities Management/Property Management/Business Administration or equivalent
Minimum 2 years of relevant working experience
Prior experience in office administration, facility services, or hospitality preferred

Skills and Knowledge
Good command of spoken and written English and Chinese (including Cantonese and Putonghua)
Excellent customer service and communication skills
Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Chinese Word Processing
Experience with ERP systems (preferably Oracle) would be advantageous
Valid Hong Kong Driving License Type 1 is an advantage

Personal Attributes
Ability to work independently under pressure
Detail-oriented with strong organizational skills
Financial acumen and attention to accuracy
Professional demeanor and service-oriented attitude

Key Responsibilities
Financial Administration
Perform contract budgetary and expense control duties
Support workplace team with operating expenses (OPEX) and capital expenses (CAPEX) tracking
Maintain and update spending records and payment documentation
Ensure accuracy of financial reports and records
Prepare monthly/annual financial/accounting reports for operating expenses

Accounting Support
Handle bookkeeper duties and daily accounting functions
Support payment and invoice processing
Prepare purchase orders (PO) and payment requests
Manage data entry for financial transactions
Reconcile financial discrepancies when identified

Vendor and Contract Management
Support vendor management processes including new vendor registration
Assist with contract administration and documentation
Maintain vendor database and contact information
Coordinate with service providers for operational needs
Process vendor-related paperwork and approvals

Administrative Support
Assist workplace team with administrative, clerical, and secretarial tasks
Prepare reports including monthly service reports and presentation materials
Create meeting agendas and record minutes
Draft correspondence, letters, and notices related to workplace services
Provide support for meetings, staff events, and corporate functions

Transportation Services Management
Manage corporate vehicle services and booking processes
Arrange driver deployment and scheduling
Coordinate vehicle maintenance, license renewals, and insurance matters
Liaise with service providers regarding employee shuttle services
Track and report on transportation usage and expenses

Office Supply Coordination
Handle general office supply orders and inventory
Coordinate business card ordering processes
Manage stationery and office supplies
Track supply usage and reorder when necessary

Additional Duties
Handle other ad-hoc duties as assigned by management
Support workplace team during special projects or initiatives
Assist with documentation for workplace reporting requirements

Working Conditions
Primarily office-based administrative position
Regular business hours with occasional flexibility needed
May require occasional site visits or support at events

Reporting Structure
Reports to: Workplace Coordinator/Assistant Workplace Manager

Location:

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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!

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.