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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 Description

The Workplace Operations Admin manages parking and access systems, coordinates mailing services, oversees consumable supplies, and provides various administrative support functions for HSBC operations across multiple office locations.Key ResponsibilitiesPARKING AND LIFT CARD MANAGEMENT (50%)

Manage parking and lift card registrations for HSBC staff across all offices and HCM branches

Facilitate staff onboarding and offboarding by ensuring timely provision of parking and lift cards

Request cost approval estimates from the Customer Service (CS) team

Raise Purchase Orders (PO) and process payments for parking fees for both Office and HCM branches

Monitor and manage parking expenses across all offices and HCM branches

Generate comprehensive reports on parking expenses and utilization as requested by clients

Resolve parking-related issues and coordinate solutions with relevant stakeholders

MAILING SERVICES COORDINATION (20%)

Request cost approval estimates from the Customer Service (CS) team for mailing operations

Raise Purchase Orders biannually and process payments for DHL services covering all offices, HCM branch, and Da Nang branch

Receive and classify invoices by cost center for monthly overseas mailing from DHL courier services

Obtain final cost confirmations from the Business Unit (BU)

Create JOURNAL entries to allocate costs to business units for AP payment processing

CONSUMABLE SUPPLY MANAGEMENT (20%)

Request cost approval estimates from the Customer Service (CS) team for consumable supplies

Raise Purchase Orders quarterly for supply needs across 2 offices

Provide PO numbers to vendors for accurate invoicing processes

Conduct monthly inventory assessments to monitor stock levels and usage patterns

Receive electronic invoices from vendors and create Good Receipt entries on Fusion system

Obtain quotations for various products as requested by different departments

ADDITIONAL ADMINISTRATIVE DUTIES (10%)

Provide daily escort services for water supplier vendors accessing office premises

Obtain official HCM branch stamps for CS team documentation requirements

Verify monthly taxi receipts for team expenses and process payments accordingly

Register vendors with Landlord (LL) for office and branch access permissions

Required Skills and Qualifications

Strong organizational and multitasking abilities

Proficiency in Fusion system and financial processing software

Experience with Purchase Order management and vendor coordination

Excellent attention to detail for expense tracking and reporting

Strong communication skills for vendor and stakeholder coordination

Ability to manage multiple locations and coordinate across branches

Experience in facilities management or administrative support role preferred

Working Relationships

Key Stakeholders: Customer Service (CS) team, Business Unit (BU), AP team, HSBC staff across all locations

External Contacts: DHL courier services, parking vendors, consumable suppliers, water suppliers, landlords

Performance Metrics

Timely processing of parking and lift card requests

Accurate expense reporting and cost management

Vendor relationship management and service quality

Compliance with approval processes and documentation requirements

Location:

On-site –Ho Chi Minh City, Vietnam

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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