Corporate Solutions (Work Dynamics)
POSITION OBJECTIVES
- Principal support to the SEA Cluster Head on business operation matters/ deliverables between JLL and Line of Business (LOB). Provide support and guidance to the Property Management team. Support to enforce initiatives and operational efficiency and the workplace experience.
- Observe up-to-date HLP headcount plan, analyze trends to cluster head for strategic planning.
- Observe/ Analyse space utilization to cluster head for strategic planning
- Maintain good occupancy record.
- Manage/ validate system approval on the GL, Concur, Ariba, Rents payments, Tririga, EMS, PASSPORT, Contingent workers, TPO, RCSA process, etc.
- Keep up-to-date Crisis Management Plan, inventory, training, latest policies
- Maintain good client relationship. Be proactive in providing professional and trusted advise to LOBs on country matters
- Maintain a good organization of department records/ centralized storage to prepare for audit at any times.
Major Responsibilities
Strategy support/ analysis
- Observe changes in HLP headcount plan, analyze trends, implications to the portfolio in order for GRE to react timely to real estate changes.
- Assist in obtaining business requirements, stacking plan analysis/ presentation, support real estate strategy and presentation
Operations Management
- Provide support to the Cluster Head on dealing with user inquiries/ Operational matters/ follow ups. One stop service for LOBs.
- Lead/ support new regional/ global initiatives and roll out.
- Work closely with various internal functional groups; finance, design and construction, risk and control, real estate consultants, lines of business, etc., as appropriate in ensuring reports, matrices are updated in a timely basis.
- Manage system in ensuring Contingent workers, CWOC, PASSPORT, EMS, Ariba, Concur payments, rents variance, GL substantiation are validated on a timely manner. Maintain JPM TPO/ TPI process per compliance requirements.
- Maintain accurate occupancy record, allocation by LOBs.
- Observe utilization of various spaces including TP, building occupancy, choice seat patterns that will help GRE to continue plan/ manage the right type of facilities in the work place. Support W@JPMC that will further optimize work place efficiency.
- Support on GRE budget/ forecast/ spend analysis/ saving initiatives
- Liaise with the landlord on day to day operational issues
- Keep appropriate records/correspondence relating to the lease, original leases, landlord, statutory authorities and other important third parties; BCP, call tree tests, internal approvals, commitments, etc. for audit proof
- Risk management through the self-assessment process, resiliency planning and testing.
Transaction Management:
- Support and ensure that all leases are managed and renewed in a timely manner
- Support Transaction/ lease negotiations process partnering with GRE Transaction team, Landlord, Legal (internal/ external) , etc.
Design and Construction
- Manage the coordination of churn/ small projects between LOBs and Property Management. Report on a weekly basis any issues.
- Liaise with landlords, vendors and our own support team on project issues. Work with Design and Construction and Property Management team. Assist in obtaining business requirements.
- Keep appropriate records relating to the contracts and important correspondence with the landlord, vendors, statutory authorities and other third parties;
- Keep updated record of all internal approvals, business requirements.
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
- University Graduate.
- Knowledge in one or more of the discipline of Real Estate, Architecture, Property Management, Engineering, Surveying or any other building related subjects.
- Have a strong customer and service delivery focus. Able to manage user expectations in regards to service delivery.
- Ability to think laterally and creatively when analyzing and solving problems.
- Excellent planning and organizational skills to prioritize work and meet deadlines.
- Good understanding of financials. Strong analytic ability
- Sound computer skills. Expertise in all Microsoft Applications
- Effective interpersonal, communication and collaborative skills. Proactive.
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
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 solution
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
KEY STAKEHOLDERS
Management Staff
Client Representatives
Client Occupants / End-users
Vendor Staff
Landlords
DIRECT REPORTS
Executive Director, SEA Cluster Head (Client) and APAC Operations Director
INDIRECT REPORTS
Workplace Experience Cluster Lead– site level
