Facilities Assistant

Jones Lange Lasalle Inc. Philadelphia , PA 19107

Posted 1 week ago

FACILITIES Assistant

Job Summary

Provide general overall Facilities Management services including continuous monitoring of facility, as well as administrative, receptionist and concierge support duties. Work with property managers or facility managers to handle routine property management operations, including: procurement of property supplies and services, assigning work orders within CMMS, issuing purchase orders, managing bid requests and service/construction contracts, asset/equipment tracking/disposal, and processing of accounts payable and accounts receivable. Supporting tasks for site events to ensure any assigned tasks for the group or our sub-contractors are completed.

Area of Responsibility

  • Administrative Function

  • Assist Facility Management Team with tactical planning for the team's goals and objectives and completion of day to day workload

  • Provide facility specific assistance to the project management team as needed or requested

  • Manage and maintain small facility management tasks as assigned

  • Coordinate/support special events in support of client or JLL

  • Provide support for meetings and conference room reservations as needed and directed

  • Assist with the coordination and scheduling of maintenance activities

  • Handle incoming and outgoing calls including distribution of any messages.

  • Communication and Relationship Coordination

  • Provide general overall facility management services including continuous monitoring of office/facility

  • Manage sign in process for vendors and visitors with professionalism and hospitality Ensure appropriate follow up with customers

  • Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal

  • Compliance

  • Properly and effectively administer and maintain all security systems

  • Assist with budgetary requests, analysis and reporting

  • Assist with researching, analyzing and reporting budget variances

Knowledge, Skills & Abilities

  • Education/training

  • Associates degree in facilities, management, or business administration or other related field; or equivalent work experience

  • Years of relevant experience

  • 2+ years' of administrative experience with a focus in Facility or Property

  • Skills and knowledge

  • Excellent communication, organization and problem solving skills.

Superior customer service skills and orientation

  • Ability to maintain professionalism at all times under stressful situations

  • Ability to plan and manage work under time constraints

  • Ability to multitask and work without direct supervision

  • Proficient in MS Office, and possess strong written, verbal and people skills

  • Strong organizational skills and collaborative style

  • Other abilities

  • Must be proficient at Excel Spreadsheets and have capability of customizing administrative reports

  • Experience working with a CMMS or Work Order system is preferred

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Facilities Assistant

Jones Lange Lasalle Inc.