Senior Administrative Officer

JLL empowers you to shape a brighter way.  

Our people at JLL 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 you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

What your day-to-day will look like:

1.Support daily operations and monitor vendor performance

• Support Service Delivery Manage (SDM) in daily operations for the Bank’s outsourcing service and other services, for example:
  • Place order in vendor’s system
  • Ad-hoc service arrangement (e.g. relocation of service points, change of service schedule etc.)
  • Update details of service points, vendor staff list and relevant documents
  • Handle material request (e.g. mailing bags/ seals)
  • Handle enquiries from other departments

• Monitor vendor performance
  • Assist in site visit arrangements
  • Regular checks/review of vendors’ services
  • Follow up with vendors on issues/service failure/incidents, with timely escalation and provide updates/reports to relevant parties
  • Collaborate with vendors and other departments when smooth out operation/ issues within the workplace.

2. Reporting

• Review reports from vendors to ensure accuracy and meeting the agreed service level, with timely submission
• Follow up the report if there are any issues/discrepancies
• Collect data from vendors and prepare internal reports

3. Arrange purchase and payment requests

• Raise purchase order in our Corporate Purchasing (COUPA) system
• Verify invoices from vendors and submit payment application via COUPA
• Prepare PeopleSoft payment template for non-COUPA payment

4. Schedule and coordinate internal and external meetings

• Arrange meeting scheduling
• Prepare related meeting material (e.g. agenda, meeting minutes, supporting documents, etc.)
• Follow up action items discussed in meetings

5. Assist in regular review of service processes/ documents

• Assist SDM to update relevant documents/ manual upon changes or regular review exercise
  • Standard Operating Procedures
  • Business Continuity Plan (BCP)
  • Incident escalation list

6. Assist to drive the different projects

• Under daily operational experience, assist in driving different initiatives (such as workflow simplification, saving, paperless, etc.)
• Assist SDM to negotiate with vendor to identify any opportunities

Location:

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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