Facility Admin

Job description

Position: Facility Admin

Administration

·  To maintain & organize all documents ( paper, electronic, filing list, …)
·  To maintain & update a master register of all contact list including
·  To register & update all standards documentation(design, brading, quality, code of conduct, policy, procedure)
·  To process all service vendors and suppliers invoices and payment
·  To submit monthly report for payment status ( outstading invoices, invoices problem, payment processed previous month)
·  To maintain a list of all vendor contracts
·  To report monthly provisions/accruals of upcoming and recurring expenses/monthly management report/tracking all PO, Finance, tracker file and other relevant documents from Indian team
·  Visitor greeting( reception, offered support and served beverages as requipred)

Facilities management service

·  To manage & maintain general up keep of office enviroment including lighting, temperature control and power supply
·  To manage all office assets including furniture and engineering systems, asset inventory lists (fixed & loose furniture, equipment, etc)
·  To manage the central collection of door keys and keys to furniture
·  To format all reports, checklists, documentation in English
·  Daily site walk to check the office facilities, furniture, partition, etc
·  Weekly visual check on the archtectural and building services installations
·  Plan/schedule/organize/supervise the execution of repair and modification work indentified from the daily/weekly system checks
·  Follow up the concentrix work procedure
·  Record all changes to the as-built drawigs and documentation
·  Repare weekly & monthly report ( electricity,consumption, AC airconditioner, etc)
·  Maintain and report staff attendance hours
·  Assist in supporting in-house lunch events, seminars, conferences, etc
·  Assist in cafeteria, executive dining and coffee station
·  Manage general office cleaning & pest control services by vendor
·  Assist in office-wide events such as office parties or external concentrix events as requested by Concentrix
·  Support procurement for  General request, charge 6% management fee
·  Provide all necessary financial data to assist Concentrix  in planning annual budgets and any other initiatives
·  Ensure order material, stationary, pantry items, equipment, medicines,etc
·  Follow up with vendor for invoices, payments, respond to vendor enquiries on status of payment
·  Search and select good vendor  for Quotation analyses, negotiations, make the comparison matrix, vendor selections, placement of vendor post approval
·  Handle petty cash payments and ensure nessesary reporting
·  Support courier service, order flower, gift for Concentrix

Facilities helpdesk

·  To respond & coordinate  to user  with maintenance staffs, internal teams or vendors to resolve issues
·  To maintain positive relationships with users to ensure high level of satisfaction
·  To track all work orders for repair, building notifications, varius equipment
·  Follow up & connect with IT team for all issues from hellpdesk tool
·  Submit helpdesk monthly report

 JLL Team management

·  Weekly/monthly meeting with concentrix regional functional managers ( Mr Phong)
·  Weekly/monthly meeting with JLL team ( technician, housekeeping, security)
·  Submit activity summary,performance level, resource utilization level, financial
·  Regular communications with Concentrix management team via email & telephone
·  Manage/review/monitor staff perfomance and professional development plants

Landlord operation

·  Contact with landlord with landlord’s issues
·  Follow up/meeting with LL weekly/monthly if have any problem
·  Receive /submit/ solve LL invoices monthly
·  Operate/maintain/email to Concentrix customer for all LL services

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For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

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 Accommodation.Reques@am.jl..com . 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.