Facilities Assistant

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Role Purpose

An exciting opportunity has arisen for a Facilities assistant to join JLL’s Integrated Facilities Management business. The Facilities assistant will assist Facilities Manager with operational tasks this includes finance, Hard services, Soft services, vendor management, managing the helpdesk and other similar natured tasks. The Facilities assistant provides administrative support to the facilities team.

What this job involves

• Client/Stakeholder Management
  • Provide superior customer service to meet on-site client’s expectations
• 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( JLL PO creation), Ariba (SAP PO creation)
• 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
  • Manage on site operations include Reception team and 3rd Party soft services and hard services
  • 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
  • Assist in the implementation of Industry Best Practice operations
  • Provide support for regular reporting packages
• 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 JLL’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets

Specific tasks:

• Local Flex Work support
• MyDesk ,  FlexConnect  and admin support
• Report and analysis related to office usage ( desk utilised, meeting room,…)
• Support with internal office refurbishment or team moves

• Lead  communication together with comms team on refurbishment of the building
• Onboarding day: Responsible for the Building Induction

• Responsible for access new hires and leavers

• Ordering office supplies pens, notepads, stamps, business cards.
• Managing vendors
• Meeting room booking and setup arrangements
• Sustainability Champion
• Local EMS support, knowledge about ISO 14001
• knowledge about ISO 14001

Location:

On-site –Bucharest, ROU

Job Tags:

Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [email protected]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.