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Facilities Assistant at JLL

Posted in Other 30+ days ago.

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Type: Full Time
Location: West Palm Beach, Florida

Job Description:

Provides direct administrative support to FM and AFM Managers
Email should be checked on a regular basis but no less than 5 times per day. If the property uses email to receive tenant service requests, then email should be checked every 30 minutes.
Remain in regular contact with maintenance staff to ensure the site is clean. Responsible for the overall cleanliness of the reception, lobby, and/or building managed conference room areas.
Update and maintain vendor contact information.
Assist in supporting Management Audits and prepares all files and records in preparation for the audit annually.
Create and maintain various filing systems in an accurate and organized manner. Review, purge and forward files to appropriate storage location in accordance with company record retention policy. Update and file all documents for Vendors and Customers and ensure that contract and lease administration files are accurate and up to date.
Organizes all conference room reservations.
Organize department lunches, meetings and events
Sets the standard for compliance with Jones Lang LaSalle Minimum Standards, policies and procedures established for the properties and the firm.
Assists Chief Engineer in meeting the assigned criteria within the Operations Audit.

Initiates cost reduction programs relative to office supplies, equipment and furnishings. Order and maintain adequate supply of departmental office supplies.
Assures technological advancement of support systems cost effectively and within budget guidelines. This includes, but is not limited to, upgrading the copier, the fax machine and the computer network within the management office. Coordinates timely repair and maintenance of office equipment.
Assists team members with budget preparation for the property as requested.
Tracks budget line items relating to administrative account purchases and resolves negative variances relative to budget.
Assists with New Vendor Set Up process as needed.
Assist management team with monthly reporting requirements. This could include review of financials, or assembly of final, electronic report file.
Ensure vendors upload and submit their invoices in Corrigo in a timely fashion.

Responsible for maintaining the day-to-day relationships with client and vendor contacts and providing superior customer service at all times.
Provides coverage to reception desk and greets guests, visitors, clients, and vendors. Ensures that telephone is answered within three rings. Assist with customer service requests, determine the nature of the business, and escalate issues to the appropriate site management and EHS record keeping.
Exhibit a professional, mature, courteous, gracious and efficient manner.
Liaison between client and building engineers, security, housekeeping, and vendors by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner.
Assist SharePoint management and document loading
Follow-up with clients to ensure service requests are completed to their satisfaction.
Coordinate meetings, trainings and events held on the property.
Monitor work orders in SAP and Corrigo and ensure all requests are responded to timely. Assist teams with updates.
If the client needs a special dumpster, schedule the special pick up and bill the client appropriately.

Coordinate and schedule repairs and maintenance of the site.
Schedule and track equipment maintenance work orders.
Review client service requests daily and note completion times or dates if beyond acceptable limits and whether a job was performed to satisfy the request. Work with engineering staff to ensure discrepancies are address in next staff meeting.
Ensure 100% completion rate of satisfaction surveys.
Assist with ordering of automotive parts, tires and accessories.
Ensure that Best Practices and Core Charters are implemented at the property.
Coordinate access into the site for vendors.
Scheduling use of materials to be moved into or out of property.
Construction Projects/Contractor Relations.
Enter work orders into Corrigo for maintenance requests

Any and all other duties and tasks assigned.

JLL Is an Equal Opportunity Employer
JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.