The Administrative Coordinator is responsible for providing comprehensive administrative support to ensure the smooth operation of the office. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Administrative Coordinator will work closely with various teams and stakeholders to ensure effective communication and coordination of administrative tasks.
Key Responsibilities:
Financial Targets
- Effectively support the management to control of site operating expenses to meet/exceed glide path savings targets.
- Support JLL Sourcing Team on all Sourcing Initiatives; implement all service level changes and/or supplier transitions as required.
- Ensure all financial processes are following and compliant as per JLL and clients competitive bids process, issuing of PO's, and receipting work.
Office Management:
Manage office facilities, including scheduling repairs and maintenance.
Assist in the onboarding process for new employees, including desk setup and coordination of required documentation.
Administrative Support:
Provide general administrative support, such as managing mail, scheduling appointments.
Prepare and distribute correspondence, memos, and reports as required.
Maintain filing systems and ensure proper organization and storage of documents.
Assist with meeting and event coordination, including scheduling, logistics, and document preparation.
Coordinate and track office expenses, ensuring adherence to budget guidelines.
Communication and Collaboration:
Serve as a point of contact for internal and external stakeholders, answering inquiries and redirecting as appropriate.
Collaborate with various teams to ensure effective communication and coordination of administrative tasks.
Assist in the production and dissemination of internal communications to keep employees informed and engaged.
Maintain confidentiality of sensitive information and exercise discretion when handling confidential matters.
Process Improvement:
Identify opportunities to streamline administrative processes and implement best practices.
Develop and maintain standard operating procedures to ensure consistency and efficiency.
Propose and implement improvements to administrative systems and procedures.
Qualifications and Skills:
Minimum GCE O level with a pass in English and Mathematics. Proficient in common workplace software e.g. Microsoft Office with minimum 3 years relevant working experience.
Proven experience in an administrative support role.
Excellent organizational skills and attention to detail.
Strong written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines.
Strong problem-solving and decision-making skills.
Proactive and resourceful approach to completing tasks.
Ability to work both independently and collaboratively in a team environment.
Professional demeanor with the ability to interact with people at all levels.
Note: The responsibilities and qualifications listed above are not exhaustive and may be subject to change as per the organization's requirements.
Additional Role (Senior Admin Coordinator)
- Support the Ubi Manager team in tracking outstanding PO matters and coordinating with each manager to close POs with their respective PEs.
- Document IA jobs and their completion status until BCI is received.
- Serve as the primary point person to ensure all PEs update the CE/PO status in the master tracker.
- Update the Ubi cluster Organizational Chart time to time
- Update the headcount movement details for ubi cluster
