Including but not limited to:
 Client/Stakeholder Management
– Provide superior customer service to meet on‐site client’s expectations
– Build and develop effective client / stakeholder relationships across multiple levels of the organization
– On‐site key point of contact for Facilities in the client’s premises
– Ensure prompt operation of the switchboard and that all phone queries are answered within 3 rings and
directed to the correct person.
– Maintain and update phone directory and phone systems.
– Ensure that reception areas, including desk and seating areas are tidy and presentable
– Meet and greet clients promptly and contact staff member via phone to advise of guest’s arrival
– Maintain brochures and literature are kept up to date and are the most current edition
– Liaise closely with the on‐site team advising them of guests of arrival into meeting rooms and what their
requirements are, if any
– Book meeting rooms as requested and ensure that all conference rooms are cleared promptly and kept in a
pristine condition
– Ensure room set‐ups are in place for training, conference calls, town hall meetings, etc.
– Ensure rooms are stocked with appropriate supplies, as required
– Liaise with facilities to ensure that after‐hours air‐conditioning and lighting requirements are in place for
after‐hours functions
– Ensure that Audio‐Visual services are in place and the necessary preparations have been made and are in
working order and provide assistance as required to ensure a smooth running meeting.
– Process car parking booking requests
– Issue access cards, including entering into the system and handling any relevant paperwork
– Collect and/or receive courier deliveries, receipting in register and contacting relevant staff
– Fulfill any ad‐hoc requests promptly and efficiently to support the facilities team or Client business
– Ensure any faults or defects are noted and reported to facilities team to ensure an outstanding client
experience is maintained
– Assist clients and staff with faxing and photocopying as requested
– Perform duties common to all administrative duties as may be assigned.
 Procurement & Vendor Management
– Ensure that all stationary order and supplies are maintained as required
– Assist the facilities team in the management and induction of all contractors on site to ensure they perform
to the required standards
– Assist in the procurement of vendors and services as required
 Finance Management
– Ensure all invoices, as relate to the operation of reception and mailroom are appropriately processed and
tracked
– Assist in financial processes for facilities management team, 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, as required
Facilities Administrator 2
Asia Pacific – Human Resources
Driving Respect Through People Programs
 Health & Safety Management
– Conduct regular audits to ensure safety procedures on site are in place and working to established policies
and standard operating procedures for the management of the client’s working environment
– Assist in carrying out safety procedures when needed
 Site Operations Management
– Assist in the implementation of Industry Best Practice operations
– Seek ways to constantly reduce cost and improve operational standards without negatively impacting the
quality of customer service or the quality of the work environment
– Maintain premises in neat and good working condition at all times
– Maintain duplicate office keys in good order, as required
– Maintain clean desk policy
 Risk Management
– Assist in the implementation and management of property risk management program
– Support the implementation and monitoring of disaster recovery and business continuity plans
– Follow established escalation procedures and incident reporting procedures
– Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines,
procedures and strategies
– Ensure compliance with audit programs
– Ensure proper documentation and adherence to the established change management controls
 Achieve Key Performance Indicators and Service Level Agreement target
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
Ideal Experience
 Prior experience in reception and switchboard required
 Prior experience in facilities, property management, hospitality or related field preferred
 Must present a professional and friendly corporate image to clients
 Ability to interact well within a team
 Ability to learn new systems quickly
 Ability to confidently interact with all levels of the organisation from CEO to cleaning contractors
 Self‐motivated
 Minimum twelve (12) months experience in a corporate environment
Critical Competencies for Success
 Client Focus & Relationship Management
– Able to interact with the general client staff, visitors and vendors with ease
– Ability to manage conflict and conflicting priorities
– Demonstrates ability to work with vendors to deliver efficient services
– Demonstrates pro‐activeness & professionalism
 Quest for Excellence
– Has an eye for detail to ensure the best delivery of services
– Self‐driven and goal‐oriented, able to focus on meeting all performance targets
 Organizational Skills
– Proven ability to manage multiple and complex operational matters on a daily basis
– Demonstrate ability to prioritize and manage the completion of tasks in an efficient, accurate and timely
manner
Facilities Administrator 3
Asia Pacific – Human Resources
Driving Respect Through People Programs
Other Personal Characteristics
 Demonstrated superior client relationship skills – has a customer‐oriented attitude; also demonstrates a proactive
and professional approach to customer service
 Problem‐solving skills – capacity to deal with ambiguity and solve complex problems effectively
 Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English &
local language); also an active listener
 Self‐motivated, confident and energetic
 Flexible – able to adapt to rapidly changing situations
 Goal‐oriented – able to focus on meeting all performance targets
 Proven ability to initiate and follow through with improvement initiatives
 Able to work independently and be a team player
 Ability to effectively deal with stressful situations
 Exhibits honesty & trustworthiness
 Open to new ideas