As a Workplace Planning & Facilities Specialist at JLL, you'll serve as the vital connection between our people and their physical workspace, ensuring every employee has what they need to thrive in their daily work environment. This role puts you at the heart of creating exceptional workplace experiences by managing day-to-day operations, coordinating services, and fostering an environment where collaboration flourishes. You'll be the go-to resource for workplace-related inquiries, and vendor coordination while maintaining the high standards that set JLL apart through our commitment to innovation and excellence. Working closely with cross-functional teams, you'll help shape a brighter way forward by ensuring our workspace supports productivity, wellbeing, and the seamless delivery of services to both internal teams and external clients.

What your day-to-day will look like:

§  User/Stakeholder Management

–        Provide superior customer service to meet user’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

–        Assist with vendor onboarding assessment

§  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, Goods received and account payable

§  Site Operations and Report Management

–        Responsible for site facilities operational activities, not inclusive of mailroom, key press management, office supplies management, etc

–        Responsible for onboarding and offboarding activities

–        Conduct regular reporting and data compilation including space utilization analysis for headcount reporting, update office layouts using AutoCAD software, and prepare professional presentations and lease renewal proposals using PowerPoint

–        Assist in the implementation of Industry Best Practice operations

–        Seek ways to constantly reduce costs and improve operational standards

§  Any other support tasks and requirement as required by the Client Reporting Manager

Desired or preferred experience and technical skills:

§  Firm First Mindset

–        Able to cooperate and work well with others to meet targets

–        Support the team effectively as and when needed

–        Proven ability to commit to flawless execution while complying with firm’s procedures and standards

§  User Focus & Relationship Management

–        Able to interact with employees across all levels & vendors with ease

–        Ability to manage conflict and conflicting priorities

–        Demonstrates ability to work with vendors to deliver efficient services

–        Demonstrates proactive & professional approach to customer service

–        Has a customer-oriented attitude

§  Prior facilities experience

–        Proven ability to manage multiple and complex facilities operational matters on a daily basis

–        Demonstrates ability to prioritize and manage the completion of facilities related activities in an efficient manner

§  Problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively

§  Ability to effectively deal with stressful situations

§  Able to work independently

§  Self-motivated; confident & energetic

§  Flexible – able to adapt to rapidly changing situations

§  Goal-oriented – able to focus on meeting all performance targets

§  Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English & local language); also an active listener

§  Exhibits honesty & trustworthiness

§  Experience with workplace utilization metrics, lease administration processes, and CAD software for space planning preferred

Required Skills and Experience

Advanced proficiency in Microsoft Office applications, particularly PowerPoint for presentations and proposal development

At least 2 years of prior experience in space planning, workplace management or related field preferred

Working knowledge of AutoCAD for office layout updates and space planning

Experience with space utilization reporting and workplace analytics

Demonstrated experience in preparing lease renewal proposals and client presentations

Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized services is advantageous