Administrative Executive
Work Dynamics (Integrated Facilities Management) – Singapore
JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
- Support the on-site team on administrative works
- Assist in consolidation and reporting of FM spend under the responsibility off JLL
- Manage and maintain proper records of site information and register of users/staff particulars and information
- Maintain security and cleaning procedures and controlling access (monitor logbook, issue visitor badges at reception)
- Perform other administrative duties such as filing, photocopying, collating etc.
- Updating of track list for new staffs and resignees (vehicle list)
- Verify invoices for works completed and goods received.
- Work with HQ finance in vendor invoices processing
- Handle the public enquiries and feedback through calls, email, walk-up assisting & support Receptionist in the event where Receptionist newly joined.
- Assist with collating utilities data for tenant units and put up billing report to client to issue billing to clients
- Ordering of hampers, stationeries for office and production supplies
- Assist of booking flights for Client Staff
- Issuance of Purchase Order to vendors
- Ensure prompt submission of vendors invoices
- Assist to support for season parking application and carpark operation administration
- Any other duties as and when assigned
- Support site team on client billing/invoicing and internal financial processes
- Tracking & monitoring payment status (both client and vendor) and site spending
- Assist in the preparation of JLL service reports, funding reports, OT reports and other documentation as required
- Raise Work Orders in Corrigo and Purchase Order Requisition via JDE
- All other admin support as required by FM
Administrative
•Maintain proper office filing & archiving system (soft & hard copies)
•Follow up on Expense Approval process to ensure proper documentation and requisite approvals are in place
•Monitor and track expenses and ensure timely invoice processing by the managers
•Assist to follow up and update SOPs
•Finance administration work such as Raising of PO & GR for ASM, SAP System POR Requestor Procedures, End to End Support, ASM Finance GR Administrative Work, Procurement of all vendor services
•Provide other ad hoc services as and when required.
Contracts
•To assist in vendor contract renewal, vendor creation of processes. Raising for vendor creation basing on ASM creation. Vendor update of detail, of contact information.
•Support all sourcing & procurement activities for ASM.
•Support the development and implementation of procurement guidelines and processes.
•Collaborate with other functions as required, ie Legal, Finance, Engineering & Operations, Human Resources for procurement activities
•Support any ad-hoc tasks as assigned by the senior site lead, not limited to the duties / responsibilities as described above and which may be subject to changes as needed to support the business requirements
Ideal Experience
- ITE certification in Business Administration/ Commerce/Finance or admin
- 1 to 2 years working experience
- Strong PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions & all aspects of Microsoft Office.
Critical Competencies for Success
- Able to cooperate and work well with others to meet targets
- Support the team effectively as and when needed
- Proven ability to commit to flawless execution while complying with firm’s procedures and standards
Client Focus & Relationship Management
- Able to interact with the general client staff & vendors with ease
- Ability to manage conflict and conflicting priorities
- Demonstrates ability to work with vendors to deliver efficient services
- Demonstrates proactive & professional approach to customer service
- Has a customer-oriented attitude
Other Personal Characteristics
- Pleasant Disposition
- Sound inter-personal skills /team player with client facing capabilities.
- Self-starter with “Can do” attitude.
- Enthusiasm and willingness to learn/take responsibility
- Good written & oral communication skills
- Well –organised with the ability to co-ordinate, prioritise and manage under pressure
