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Facilities Administrator

Posted 23 Mar 2024
Work experience
1 to 3 years
Full-time / part-time
Full-time
Job function
Degree level
Required languages
English (Fluent)
Dutch (Fluent)

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Role Purpose

The Facilities Administrator will report to the Regional Facilities Manager, their role is to provide professional administrative support to the Facilities Team, assisting and supporting the day to day operation and delivery of the contract including, administration of supplier contracts, PO requisitions and receipting, supporting FB Task System and Permit to Works Systems in addition to reporting on administrating on operational, H&S and Quality

What this job involves

  • Provide relevant FM information and Administration support to the Facilities Manager as required.
  • Report all accidents, occupational illnesses and emergencies in relevant books/documentation.
  • Maintain monthly performance measurement information for line management in support of contract performance requirements.
  • Monitoring on a monthly basis – contact list, Hard & Soft services audit, EHS inspection, site inspection, work orders, accident statistics.
  • Supporting FB Task and JLL Permit to Work systems as required issuing work schedules to site teams, monitoring tasks through to completion and contacting suppliers in terms of permits and access (including registering of visitors and contractors to site)
  • Promotes high level of satisfaction among Client users by promptly responding to their service requirements.
  • Administrator for all paperwork and filing structures for the Facilities Team.
  • Assists Facilities Coordinator and other team members in preparing Standard Operating Procedures manuals.
  • Assures compliance with JLL policies, procedures and standard practices.
  • Raises POs and coordinates invoicing and other support of the AP team including PO req’s, receipting of POs and supporting the management of accruals.
  • Manages consumables and critical spares held on site maintaining an up to date inventory.
  • Supports FB AIR program in terms of poster management (issuing poster roll out and removals)
  • Building relationships between occupants, FM staff and the suppliers.
  • Follow all Health & Safety and Environmental requirements that are defined on work instructions or communicated in training.
  • Follow required emergency prevention and operational controls. coordinating their daily and weekly schedules as required.
  • Regularly work with external soft services contractors including quality audits and oversight of KPI/SLA delivery
  • Working as a member of the team you will insure that all agreed service levels and service standards are met.
  • Set up, maintain, organise and control JLL central files, information, data, reports etc relating to Soft Services, Space View, Post Room and Amenities across EMEA
  • Entering system data and providing the overall system administration.
  • Single point of monitoring of social pages to ensure tasks are filed in good time and that queries or escalations are managed accordingly.
  • Task management oversight ensuring tasks are progressing with the required team and updates chased or escalated as required.
  • Engineering support and administration including PPM documentation management.
  • Weekly campus rota completion
  • Adhoc duties including but not exclusive to supporting coordination of events, assisting campus RFM, FM and coordinators with reporting and implementing new procedures, meeting minutes and working with other business support departments when required.

Sound like you? To apply you need to be able to demonstrate the following skills and experience:

  • Proactively communicate any operational matters of concern & potential issues with your line manager, ensuring resolution at an early stage.
  • May be expected to undertake any other duties commensurate with the activities listed above and within general office support/facilities management area.
  • Works within the Facilities team to ensure office space is kept to a high standard and all processes are adhered to, including walk-rounds, health and safety management, contractor management etc.
  • Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and service orientation.
  • Ensures delivery of committed services and overall satisfaction with JLL performance.
  • Demonstrate responsiveness and creativity in finding solutions for service delivery.
  • Seeks to continuously improve processes, systems and overall client satisfaction.

Outstanding customer service skills and orientation

Ability to multi task and always maintain professionalism under stressful situations without supervision

Proficient in MS Office and Outlook, and possess excellent written and verbal communication and people skills

Previous experience of working in a fast-paced, corporate multi-national environment

Must be able to demonstrate flexibility in relation to type of works carried out and availability

Experience in a hands-on role working within an events environment and facilities environment

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where we succeed together – across the desk and around the globe. Where like-minded people work naturally together to achieve great things.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

Welkom bij JLL. Als professionele financiële dienstverlener, gespecialiseerd in vastgoed, bieden wij zeer uitdagende carrièrekansen. Werk je bij ons, dan krijg je volop mogelijkheden voor persoonlijke en professionele groei. De kwaliteit van onze mensen is immers bepalend voor ons succes. Wij stimuleren een sfeer van openheid, respect en vertrouwen. Alles wat we doen, gebeurt op basis van teamwork, collegialiteit en…


Welkom bij JLL. Als professionele financiële dienstverlener, gespecialiseerd in vastgoed, bieden wij zeer uitdagende carrièrekansen. Werk je bij ons, dan krijg je volop mogelijkheden voor persoonlijke en professionele groei. De kwaliteit van onze mensen is immers bepalend voor ons succes. Wij stimuleren een sfeer van openheid, respect en vertrouwen. Alles wat we doen, gebeurt op basis van teamwork, collegialiteit en diversiteit.

Dat zoeken we dus ook in onze collega’s. We werken met de best people in the business. Onze klanten verwachten immers het beste resultaat. Resultaten die je boekt door de behoeften van deze klanten te achterhalen, hun problemen structureel op te lossen en nieuwe ideeën aan te dragen. Dat blijft telkens weer een uitdaging. Maar dat is niet alles. Als werknemer bij JLL bouw je sterke relaties, smeed je succesvolle partnerships en blijvende vriendschappen. Kortom, je werkt aan een interessante en uitdagende loopbaan.

Real Estate
Amsterdam
1,000 employees

What employees are saying

Helene Landegent

Property & Assetmanagement

Helene Landegent

"Iedereen gaat er echt voor"
Na mijn HBO-opleiding Marketingmanagement/Sales ben ik als recruiter aan de slag gegaan bij een uitzendbureau. Maar eigenlijk sprak de dynamiek van de vastgoedwereld me meer aan. Omdat ik ook nog niet was uitgestudeerd, wilde ik graag een opleiding in vastgoed doen.
Die opleiding…

Ysbrand de Zeeuw

Associate Director

Ysbrand de Zeeuw

Na mijn studie bouwkunde aan de TU Delft ben ik in 2002 als vastgoedadviseur begonnen bij JLL. Van het begin af aan ben ik werkzaam in de regio Haaglanden. De veelzijdigheid van mijn werk is enorm. Sinds mei 2007 ben ik Associate Director, dat geeft aan dat…