Facilities Assistant

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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.

Business unit: Integrated Facilities Management - WPM

Reporting to: Snr Facilities Manager/ Facilities Manager (based in Taipei/ Mega)

Key stakeholders: Various client key stakeholders based at Versum Merck-Mega site

Position Goals: Support the Facilities lead by providing comprehensive facilities management services to assigned sites. Execute service requests in accordance with FM service contracts and JLL and customer's regional and global processes. Understand and respond to client needs through effective coordination of all facilities and services to meet or exceed service level agreements.

• Facilities & Property Management
• Office Administration
• Audit support from internal or external
• Administrate all contract services relating to the operation and maintenance of the properties including janitorial, security, engineering, fire safety, etc.
• Controls progress of small scope of repair or project
• Produces comprehensive facilities / premises monthly reports
• Vendor and contract Management
• Performs other duties as assigned

Duties & responsibilities

• Provide onsite services at Mega site
• Manage customer and JLL's external FM contractors across all soft services (but not limited to), ensuring compliance with terms of service and effective problem resolution
• Ensure adequate levels of FM supplies are maintained at all times
• Oversee procurement processes, ensuring all supply orders are supported by appropriate customer approvals and comply with their Procurement and Order Processes
• Monitor spending and approved expenditures, overseeing monthly invoice receipting and validation accrual journal processes accurately
• Review and verify cross-charge/re-class processes to manage FM budget effectively
• Oversee monthly billing process and cross-check invoices before forwarding to Finance for payment processing
• Lead the implementation of local and regional initiatives at Mega site, ensuring a coordinated approach for the team
• Prepare and ensure timely delivery of fixed and ad-hoc reports, maintaining regional consistency in data submission and filing procedures
• Coordinate and provide clerical/administrative support to the FM team as required
• Servicing in an efficient, professional, and courteous manner at all times
• Ensure the reception area is maintained to professional standards
• Manage visitor services by greeting, welcoming, and directing visitors appropriately
• Ensure timely notification of company personnel regarding visitor arrivals
• Oversee maintenance of telecommunications systems
• Manage the issuance of visitor badge and temp.  staff badg.
• Ensure visitor sign-in processes comply with client requirements
• Ensure compliance with JLL Safety, Health & Environment Management Requirements at Mega site
• Perform other duties as assigned to support site operations and business objectives
• Other tasks assigned by the supervisor. 

Key Performance Indicators

·      Finance health check on green all the times.

·      No bad debt on AR.

·      Payment on time to vendor.

·      Number of violations on HSE

·      Corrigo WO completion Above 95%

Employee Specifics

·       Bachelor’s degree in business, marketing or other related areas preferred. Candidate has a minimum

·       8-10 years+ of administrative experience in a high-pressure, fast paced MNC.

·       Ability to work with remote co-workers, and adapt to different cultural working styles.

·       Ability to work independently, make decisions and act quickly in emergency situations.

·       Customer Focus and Excellent Service

·       Overachieving Attitude which including but not limited to

·       Work Ethic, Friendly, Adaptable, Patience

·       Problem Solving Skills, Accuracy and Attention to Detail

·       Integrity, Interpersonal Skills, Telephone Skills

·       Microsoft Office Skills - Word, Excel, PowerPoint, and Outlook

·       Business Conversation English (written & spoken) and Mandarin is compulsory

·       Well-developed interpersonal, verbal and written communication skills

·       Some accounting knowledge

Location:

On-site –Hsinchu, Taiwan, China

If this job description resonates with you, we encourage you to apply even if you don’t meet all of 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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