The Facilities Administrator will assist the Facilities Management and Facilities Support teams with operational and administrative activities in maintenance and operations, accounts, vendor oversight, purchasing of material, equipment & supplies, and the help desk. The Facilities Administrator is also required to provide office support to the team.
Sound like you To apply you need to:
- Have solid problem-solving skills – capacity to deal with ambiguity and solve complex problems effectively.
- Have the ability to effectively deal with stressful situations.
- Be able to work independently.
- Be self-motivated, confident and energetic.
- Be flexible – able to adapt to rapidly changing situations.
- Be goal-oriented – able to focus on meeting all performance targets.
- Be a strong and collaborative communicator – good presentation skills and possesses strong verbal & written communication skills (English & Bahasa Indonesia), also an active listener.
- Exhibit honesty and trustworthiness.
Performance objectives
Client/Stakeholder Management
- Provide superior customer service to meet on-site client's expectations.
Procurement & Vendor Management
- Assist the facilities management team in the management of all contractors on site to ensure they perform to the required standards.
- Assist in the procurement of vendors and services as required.
Accounts Management
- Assist in accounts payable and accounts receivable processes to ensure that all invoicing requirements are completed in a timely and accurate manner.
- Ensure prompt and accurate management of purchase orders and work orders.
Health & Safety Management
- This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers, contractors and visitors ensuring they comply with the requirements of the health and safety guidelines, policies and rules.
- Assist team members with the preparation and review if contractor Safe Work Method Statements (SWMS) and safety permits prior to works being undertaken on site.
Site Operations Management
- Assist in the implementation of Industry Best Practice operations.
- Conduct site inspections and assessments to ensure all building procedures and performance measures are always maintained.
- Seek ways to constantly reduce costs and improve operational standards.
- Always maintain premises in neat and good working condition, including managing the office support function.
Risk Management
- Assist in the implementation and management of property risk management program. - Support the implementation and monitoring of disaster recovering and business continuity plans.
- Follow established escalation procedures and incident reporting procedures.
- Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
Achieve Key Performance Indicators and Service Level Agreement targets
- Adhere to JLL's business conduct by ensuring compliance with the firm's guidelines, procedures and strategies.
- Key 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.
Client Focus & Relationship Management
- Able to interact with all levels of DFAT, diplomatic staff, and vendors confidently and 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.
Project Management & Organisational Skills
- Proven ability to manage multiple and complex operational matters daily.
- Demonstrates ability to prioritise and manage the completion of projects in an efficient and timely manner.
Security Clearance
- Must be able to obtain and maintain the security clearance level DFAT nominates for this position (at a minimum will be clear JLL and police checks).
Employee specification
- Prior experience in high profile complex facilities, property management, hospitality, or related fields.
- Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialised services.
- Proven experience working with limited supervision.
