What this job involves:
The Senior Facilities Admin Executive at the reception serves as the critical first point of contact, ensuring seamless visitor management and professional front-of-house operations while overseeing the essential administrative coordination that maintains facility security and efficiency. This role provides administrative and operational support for day-to-day facilities management operations, ensuring smooth building operations through proactive maintenance coordination, inventory management, vendor relations, and exceptional customer service delivery to support business continuity and employee experience. You will manage daily operations, conduct site inspections, achieve established KPI and SLA targets, and coordinate with multiple stakeholders including vendors, building management, and internal teams to maintain the highest standards of facility operations.
What your day-to-day will look like:
- Manage daily operations including handling service requests and resolving facilities-related issues in a timely manner, while conducting daily site inspections to identify facilities defects and ensure all equipment operates within optimal conditions
- Oversee comprehensive inventory management for pantry supplies, office consumables, stationery, and AED supplies, monitoring stock levels and coordinating procurement to ensure adequate supply availability
- Coordinate equipment servicing and maintenance with approved vendors, manage Permit to Work (PTW) processes, and oversee contractor performance on-site to ensure compliance with JLL standards and client requirements
- Collaborate with Building Management on security documentation, visitor lists, and vendor coordination, while supporting visitor management processes using global visitor management systems
- Coordinate with Corporate Security and Badge Teams for access control requirements, and process UGV (Unescorted Guest Visits) and BOLO (Be On the Look Out) procedures
- Provide support for space management inquiries and seat allocation requests, assist with event management, room bookings, and calendar coordination
- Support budget tracking and financial reporting activities, manage mail, parcel, and document distribution services, and maintain accurate records and documentation for all facilities activities
- Provide administrative support to the Facilities Management team and perform ad-hoc administrative duties as assigned to support operational requirements.
Required Qualifications:
- Diploma or equivalent required
- 2+ years of facilities management, administrative support, or related experience
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Experience with facilities management software systems
- Basic understanding of building systems and equipment
- Strong organizational and multitasking abilities
- Excellent verbal and written communication skills
- Customer service orientation with problem-solving capabilities
- Attention to detail and accuracy in record-keeping.
Preferred Qualifications:
- Experience with vendor management and contractor coordination
- Familiarity with visitor management systems
- Ability to work independently and manage priorities effectively
- Professional demeanor and ability to interact with all organizational levels
- Experience supporting basic IT troubleshooting for audiovisual and video conferencing equipment
- Knowledge of Permit to Work (PTW) processes and documentation requirements
- Experience with budget tracking and financial reporting activities.
Location: Onsite
At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees. We choose to take the more inspiring, innovative, and optimistic path on our journey toward success. What sets JLL apart is our culture of collaboration, locally and across the globe, which allows us to create transformative solutions for the real estate industry. We support each other's wellbeing and champion inclusivity and belonging across teams.
JLL is an Equal Opportunity Employer committed to diversity and inclusion.
