Administrative Assistant

2-4 Years

Not Disclosed

This job is no longer accepting applications

Job Description

Duties And Responsibilities

Procurement & Vendor Management

Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)
Assist in the procurement of vendors and services as required

Finance Management

Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner
Ensure prompt and accurate management of purchase orders in JDE

Health & Safety Management

Conduct regular audits to ensure safety procedures on site are in place and working
Assist in carrying out safety procedures when needed

Site Operations Management

Assist in the implementation of Industry Best Practice operations
Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times
Seek ways to constantly reduce costs and improve operational standards
Maintain premises in neat and good working condition at all times
Maintain duplicate office keys in good order
Assist with receptionist coverage from time to time
Provide FM support for meeting room bookings where required
Coordinate with pantry staff to ensure that pantry and vending machine items are always in stock

Risk Management

Assist in the implementation and management of property risk management program
Support the implementation and monitoring of disaster recovering and business continuity plans
Follow established escalation procedures and incident reporting procedures
Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
Achieve Key Performance Indicators and Service Level Agreement targets

Required Qualifications & Experience

At least 2 to 3 years of prior experience in facilities, property management, hospitality or related field preferred
Minimum diploma in any related discipline
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous
Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous
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
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
Proven ability to manage multiple and complex operational matters on a daily basis
Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner