Facilities Assistant

2 weeks ago

Shanghai, Shanghai, China JLL Full time

What this job involves

To achieve the timely and efficient delivery of Facility Management services to Client's staffs in Client's Sites and support of their business needs in accordance with the Service Levels and Key Performance Indicators set out below.

To deliver high quality, prompt and courteous Facility Management services in support of Client's business needs in a safe working environment.

  • Front Desk Service
  • To greet clients, handle telephone call, book conference room, office equipment.
  • Facility management
  • Assist to monitor the Office Facilities & Critical Environment
  • Assist to report and schedule contractors for preventative maintenance to limit the downtime for all critical equipment.
  • Assist to deal with emergency and arrange ad-hoc repair
  • To follow established escalation procedures and incident reporting procedures
  • Office equipment & environment management
  • Assist FM/FO to ensure all office equipment, including photocopiers, fax machines, paper shedders etc. are in good working order and consumables are replenish timely
  • Assist FM/FO to ensure a good office environment, including arranging office ad-hoc repair, monitoring landscaping service and cleaning service
  • Vendor management
  • To assist client/FM to bid the contractors .
  • meeting with CRES to understand clients' needs.
  • Assist to evaluate the contractors' service performance.
  • Customer Service / Client Relationships
  • To arrange office soft service. To purchase office consumption (paper, stationery and pantry stuff etc.) and deal with printing materials. To report and submit purchase request for client approval, purchase from approved supplier and ensure they are delivery on time with accurate quantity.
  • To handle confidential document destruction and document archiving.
  • Keep good communication with DB clients.
  • Coordinate and support Global Souring in related purchasing & services.
  • Ensured Key Operations Procedures are followed to ensure service standards are maintained.
  • Assist for the safe keeping confidential document such as bank license and related documents.
  • Payment/ billing management
  • Assist to receive and verify the monthly statement. Allocate the expenses and prepare reports to client.
  • To assist client/FM to do accrual.
  • To assist update premise pool/general pool allocation key on monthly basis.
  • Keep good communication with landlord and have the monthly meeting with Landlord.
  • To assist client/FM to do report work, including monthly report and CEM KPI review etc.
  • Supervise the receptionist, tealady
  • Back up receptionist when necessary (during lunch time and leave)
  • Assist client/FM to do restacking or relocation of staff.
  • Any other duties assigned by the client / FM.

Interested? An ideal candidate would need to have the following qualifications

Desired Experience And Technical Skills

  • Relevant experience in facilities area is preferred
  • Strong interpersonal skills

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