Workplace Officer (Administration)
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Job Location:
Monthly Salary:
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
JLL empowers you to shape a brighter way.
Our people at JLL and JLL Technologies 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 youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.
Position OverviewThe Workplace Officer (Administration) provides administrative financial and operational support to the workplace management team. This role focuses on contract administration expense tracking vendor management and general office administration to ensure smooth operations of workplace services. Candidate with more experience will be considered as Senior Workplace Officer (Administration).Senior Workplace Officer (Administration): Handles more complex financial tracking may supervise administrative assistants and takes on greater responsibility for budget managementWorkplace Officer (Administration): Focuses on day-to-day administrative and financial support tasks under supervisionQualificationsEducation and ExperienceDiploma or equivalent in Facilities Management/Property Management/Business Administration or equivalentMinimum 2 years of relevant working experiencePrior experience in office administration facility services or hospitality preferredSkills and KnowledgeGood command of spoken and written English and Chinese (including Cantonese and Putonghua)Excellent customer service and communication skillsProficiency in Microsoft Office applications (Word Excel PowerPoint Outlook) and Chinese Word ProcessingExperience with ERP systems (preferably Oracle) would be advantageousValid Hong Kong Driving License Type 1 is an advantagePersonal AttributesAbility to work independently under pressureDetail-oriented with strong organizational skillsFinancial acumen and attention to accuracyProfessional demeanor and service-oriented attitudeKey ResponsibilitiesFinancial AdministrationPerform contract budgetary and expense control dutiesSupport workplace team with operating expenses (OPEX) and capital expenses (CAPEX) trackingMaintain and update spending records and payment documentationEnsure accuracy of financial reports and recordsPrepare monthly/annual financial/accounting reports for operating expensesAccounting SupportHandle bookkeeper duties and daily accounting functionsSupport payment and invoice processingPrepare purchase orders (PO) and payment requestsManage data entry for financial transactionsReconcile financial discrepancies when identifiedVendor and Contract ManagementSupport vendor management processes including new vendor registrationAssist with contract administration and documentationMaintain vendor database and contact informationCoordinate with service providers for operational needsProcess vendor-related paperwork and approvalsAdministrative SupportAssist workplace team with administrative clerical and secretarial tasksPrepare reports including monthly service reports and presentation materialsCreate meeting agendas and record minutesDraft correspondence letters and notices related to workplace servicesProvide support for meetings staff events and corporate functionsTransportation Services ManagementManage corporate vehicle services and booking processesArrange driver deployment and schedulingCoordinate vehicle maintenance license renewals and insurance mattersLiaise with service providers regarding employee shuttle servicesTrack and report on transportation usage and expensesOffice Supply CoordinationHandle general office supply orders and inventoryCoordinate business card ordering processesManage stationery and office suppliesTrack supply usage and reorder when necessaryAdditional DutiesHandle other ad-hoc duties as assigned by managementSupport workplace team during special projects or initiativesAssist with documentation for workplace reporting requirementsWorking ConditionsPrimarily office-based administrative positionRegular business hours with occasional flexibility neededMay require occasional site visits or support at eventsReporting StructureReports to: Workplace Coordinator/Assistant Workplace ManagerLocation:
On-site Hong Kong SAR ChinaJob Tags:
Transition ManagementIf this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table!
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For candidates in the United States please see a full copy of our Equal Employment Opportunity 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 . 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.
Required Experience:
Unclear Seniority
Key Skills
- Administrative Functions
- office supplies
- Personnel Matters
- Records Management
- Office Procedures
- Space Management
- Daily Operations
- Administrative Policies
- Personnel Management
- Administrative Services
- Interpersonal skills
- Telephone Calls
- Travel Arrangements
- Administrative Procedures
- Word Processing
About Company
Provides business consulting; investment banking services including corporate finance and investment advisory on mergers and acquisitions; asset management services including fund, portfolio and wealth management; real estate property management and brokerage services.
