What are the responsibilities and job description for the Facilities Business Support position at JLL?
Facilities Business Support
Location: Washington, DC
Shift: Full time, On Site, Monday - Friday, 8.30am to 5pm
As the Facilities Business Support you will be part of the broader facilities team and will assist with operational activities in accounts payable, JLL system vendor management and general office duties. The facilities management team in Washington DC look after high profile owned properties in Washington DC, New York, Ottawa, Honolulu, and Mexico City for the Australian Commonwealth.
The role provides exceptional administrative and business support to the fast-paced facilities team and is located on site at the Australian Embassy in Washington DC.
What this job involves
Our team is looking for a suitably qualified and skilled Facilities Business Support champion with excellent attention to detail and customer service that has experience in accounts payable and goods receipting, vendor management, administration and reporting. The position requires proactive management and engagement with senior staff and stakeholders to achieve Key Performance Indicators and Service Level Agreement targets with a strong focus on procurement, vendor onboarding and accounts payable.
Core Responsibilities
Manage vendor onboarding and compliance in JLL's procurement, finance and facilities management systems.
Accounts payable and goods receipting.
Assist the FM team with the annual Work Health and Safety Audits.
Provide effective and efficient business administration support to the FM team and assist with JLL Work Order management as required.
Build productive, harmonious and collaborative relationships with all client stakeholders and contractor representatives.
Work with the JLL Facilities Management and Project teams to ensure successful delivery of services.
Adhere to security and service protocols.
Administrative Function
Provides direct administrative support to management and facilities team.
Responsible for procurement activities and onboarding of vendors and services as requested.
Manage new vendor onboarding and set up in JLL Corrigo and finance systems.
Monitor expiry of vendor insurances and ensure all vendor insurances in the system are current and up to date.
Assist in management audits including WHS and DFAT Account JCAP Audits.
Help achieve 100% completion rate of satisfaction surveys in Corrigo system.
Maintain and update JLL employee, client and customer contract data bases.
Organize meetings, events and business travel, assist with management travel credit card acquittal process.
Meeting agenda setting, minute taking and distribution.
Assist in the management of multiple vendors to deliver services on time and within budget.
Perform ad-hoc business administration tasks as requested, including ooccasional escorting of contractors as required.
Finance Management
Organize compliant vendor set ups in JLL procurement and finance systems.
Process A/P (accounts payable), adhering to deadlines and procedures.
Ensure prompt and accurate payment of work orders and purchase orders.
Track budget line items related to work orders and invoices in the Corrigo system.
Assist management with monthly reporting as requested.
Client/Stakeholder Management across multiple properties
This includes senior department staff, contractors, external providers, and landlords.
Deliver excellent customer service to either meet or exceed client's expectations.
Build and develop effective relationships with key stakeholders and demonstrate comfort working across all levels.
Assist with maintaining the day-to-day relationships with stakeholder contact, including vendor relationship management.
Site Operations Management/Facilities Management
Work with a team of staff and contractors to help deliver a full range of facilities services at multiple sites.
Implement Industry Best Practice operations.
Develop strong proficiency in JLL facilities management systems; complete, update and maintain applicable web-based management information systems, specifically Corrigo and finance systems.
Achieve set Key Performance Indicators and Service Level Agreement targets.
Maintain office in neat and good working condition at all times.
Accurate SharePoint management and document loading.
Coordinate meetings for managers as required.
Help coordinate access for vendors to sites as required.
Help enter work orders into Corrigo for maintenance requests and manage Corrigo system as requested.
Complete ad-hoc tasks as requested.
Help ensure all Pandemic (i.e. COVID-19) standards and protocols are met.
Adhere to the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm.
Health & Safety Management
Help ensure contractor Safe work Method Statement (SWMS) are completed to requirements prior to
works being undertaken onsite.
Help ensure processes and procedures are managed in accordance with JLL, client and legislative.
requirements.
Ensure escalation procedures and incident reporting procedures are maintained.
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and
strategies.
Risk Management
Follow established escalation procedures and incident reporting procedures.
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
CANDIDATE SPECIFICATION
Ideal Experience and Criteria:
Minimum high school diploma. 2-4 years of experience in a professional, fast paced environment.
Experience in Corrigo Platform highly desirable.
Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint and Excel.
Ability to embrace and learn new technology systems.
Strong business acumen experience and ability to manage work order systems to pay accounts.
Proven experience working with limited supervision.
Knowledge of vendor management for specialized services highly desirable.
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialised services desirable.
Ability to prioritize and multitask.
Proven record of excellent internal and external customer service.
Excellent written and oral communication skills (English).
Strong stakeholder engagement and problem-solving skills.
High level presentation skills.
Strong organizational skill, self-starter and team player.
Provide constructive and value add solutions to issues.
Critical Competencies for Success
Client focus & relationship management.
Ability to liaise with high level personnel.
Able to interact with the general client staff and vendors with ease and demonstrate respect and diplomacy.
Ability to manage conflict and conflicting priorities.
Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner.
Demonstrates proactive & professional approach to customer service and have a customer-orientated attitude.
Problem solving skills - capacity to deal with ambiguity and problem solve effectively.
Able to work independently.
Self-motivated, confident and energetic.
Flexible - able to adapt to rapidly changing situations.
Goal oriented - able to focus on meeting all performance targets.
Strong communicator - good presentation skills and possesses strong verbal and written communication skills (English).
Team player and active listener, able to cooperate and work well with others or independently to meet targets.
Exhibits honesty and trustworthiness.
Passion for quality - has an eye for detail to make sure the best delivery of services.
Ability to effectively deal with stressful situations.
REPORTING TO
Senior Facilities Manager
#BEjobs #HVACjobs #Ejobs #FMjobs #MMjobs #MHVACjobs #OEjobs
#PMjobs #PCjobs #GMjobs #Pjobs #ProjMjobs
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.
Location: Washington, DC
Shift: Full time, On Site, Monday - Friday, 8.30am to 5pm
As the Facilities Business Support you will be part of the broader facilities team and will assist with operational activities in accounts payable, JLL system vendor management and general office duties. The facilities management team in Washington DC look after high profile owned properties in Washington DC, New York, Ottawa, Honolulu, and Mexico City for the Australian Commonwealth.
The role provides exceptional administrative and business support to the fast-paced facilities team and is located on site at the Australian Embassy in Washington DC.
What this job involves
Our team is looking for a suitably qualified and skilled Facilities Business Support champion with excellent attention to detail and customer service that has experience in accounts payable and goods receipting, vendor management, administration and reporting. The position requires proactive management and engagement with senior staff and stakeholders to achieve Key Performance Indicators and Service Level Agreement targets with a strong focus on procurement, vendor onboarding and accounts payable.
Core Responsibilities
Manage vendor onboarding and compliance in JLL's procurement, finance and facilities management systems.
Accounts payable and goods receipting.
Assist the FM team with the annual Work Health and Safety Audits.
Provide effective and efficient business administration support to the FM team and assist with JLL Work Order management as required.
Build productive, harmonious and collaborative relationships with all client stakeholders and contractor representatives.
Work with the JLL Facilities Management and Project teams to ensure successful delivery of services.
Adhere to security and service protocols.
Administrative Function
Provides direct administrative support to management and facilities team.
Responsible for procurement activities and onboarding of vendors and services as requested.
Manage new vendor onboarding and set up in JLL Corrigo and finance systems.
Monitor expiry of vendor insurances and ensure all vendor insurances in the system are current and up to date.
Assist in management audits including WHS and DFAT Account JCAP Audits.
Help achieve 100% completion rate of satisfaction surveys in Corrigo system.
Maintain and update JLL employee, client and customer contract data bases.
Organize meetings, events and business travel, assist with management travel credit card acquittal process.
Meeting agenda setting, minute taking and distribution.
Assist in the management of multiple vendors to deliver services on time and within budget.
Perform ad-hoc business administration tasks as requested, including ooccasional escorting of contractors as required.
Finance Management
Organize compliant vendor set ups in JLL procurement and finance systems.
Process A/P (accounts payable), adhering to deadlines and procedures.
Ensure prompt and accurate payment of work orders and purchase orders.
Track budget line items related to work orders and invoices in the Corrigo system.
Assist management with monthly reporting as requested.
Client/Stakeholder Management across multiple properties
This includes senior department staff, contractors, external providers, and landlords.
Deliver excellent customer service to either meet or exceed client's expectations.
Build and develop effective relationships with key stakeholders and demonstrate comfort working across all levels.
Assist with maintaining the day-to-day relationships with stakeholder contact, including vendor relationship management.
Site Operations Management/Facilities Management
Work with a team of staff and contractors to help deliver a full range of facilities services at multiple sites.
Implement Industry Best Practice operations.
Develop strong proficiency in JLL facilities management systems; complete, update and maintain applicable web-based management information systems, specifically Corrigo and finance systems.
Achieve set Key Performance Indicators and Service Level Agreement targets.
Maintain office in neat and good working condition at all times.
Accurate SharePoint management and document loading.
Coordinate meetings for managers as required.
Help coordinate access for vendors to sites as required.
Help enter work orders into Corrigo for maintenance requests and manage Corrigo system as requested.
Complete ad-hoc tasks as requested.
Help ensure all Pandemic (i.e. COVID-19) standards and protocols are met.
Adhere to the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm.
Health & Safety Management
Help ensure contractor Safe work Method Statement (SWMS) are completed to requirements prior to
works being undertaken onsite.
Help ensure processes and procedures are managed in accordance with JLL, client and legislative.
requirements.
Ensure escalation procedures and incident reporting procedures are maintained.
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and
strategies.
Risk Management
Follow established escalation procedures and incident reporting procedures.
Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
CANDIDATE SPECIFICATION
Ideal Experience and Criteria:
Minimum high school diploma. 2-4 years of experience in a professional, fast paced environment.
Experience in Corrigo Platform highly desirable.
Proficient in Microsoft Office Suite including Outlook, Word, PowerPoint and Excel.
Ability to embrace and learn new technology systems.
Strong business acumen experience and ability to manage work order systems to pay accounts.
Proven experience working with limited supervision.
Knowledge of vendor management for specialized services highly desirable.
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialised services desirable.
Ability to prioritize and multitask.
Proven record of excellent internal and external customer service.
Excellent written and oral communication skills (English).
Strong stakeholder engagement and problem-solving skills.
High level presentation skills.
Strong organizational skill, self-starter and team player.
Provide constructive and value add solutions to issues.
Critical Competencies for Success
Client focus & relationship management.
Ability to liaise with high level personnel.
Able to interact with the general client staff and vendors with ease and demonstrate respect and diplomacy.
Ability to manage conflict and conflicting priorities.
Demonstrates ability to prioritize and manage the completion of projects in an efficient and timely manner.
Demonstrates proactive & professional approach to customer service and have a customer-orientated attitude.
Problem solving skills - capacity to deal with ambiguity and problem solve effectively.
Able to work independently.
Self-motivated, confident and energetic.
Flexible - able to adapt to rapidly changing situations.
Goal oriented - able to focus on meeting all performance targets.
Strong communicator - good presentation skills and possesses strong verbal and written communication skills (English).
Team player and active listener, able to cooperate and work well with others or independently to meet targets.
Exhibits honesty and trustworthiness.
Passion for quality - has an eye for detail to make sure the best delivery of services.
Ability to effectively deal with stressful situations.
REPORTING TO
Senior Facilities Manager
#BEjobs #HVACjobs #Ejobs #FMjobs #MMjobs #MHVACjobs #OEjobs
#PMjobs #PCjobs #GMjobs #Pjobs #ProjMjobs
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.
