Job Description

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.

Title

Facilities Coordinator - Workplace Ambassador

(Part Time - Sydney CBD & Parramatta)

Business unit

CRE Workplace

Reporting to

Senior Workplace Ambassador

Overview

The Workplace Ambassador builds community by connecting our people with solutions across our Sydney offices. They foster togetherness, empower our staff, and provide friendly and responsive resolutions to everyday office operations.

This pivotal role focuses on the technical, financial, and hard services of workplace operations including facilities management, budgeting, HSSE, occupancy planning, logistics, workplace AV/technology, and process development.

This is a roving, multi-site, part-time position supporting offices in Sydney CBD and Parramatta with excellent service delivery.

Direct reports

N/A

Duties & responsibilities

What this job involves:

Client/Stakeholder Support

• Provide premium customer service to staff and clients
• Being a go to expert in the functioning of supported offices
• Attending regular catch ups with EA’s and stakeholders to support Sydney Ambassador team and Senior Workplace Manager
• Responding to incoming enquiries in a timely manner
• Concierge services when required
• Manage room set up and assist in facilitating events

Procurement & Vendor Support

• Manage contractors onsite to ensure they perform to required standards (including inspection of vendors’ works)
• Assist in the procurement of vendors and services as required
• Onboarding new vendors into finance system
• Build strong relationships with contractors and account managers.
• Identifying opportunities to streamline processes and consolidate vendors where possible.

Finance Support

• Processing all incoming invoices before the financial cutoff date
• Consistently checking on work orders and following up with vendors to ensure SLA compliance
• Maintaining awareness and compliance keeping within budget
• Identifying and explaining variances in the budget to regional finance managers
• Identifying opportunities for saving and tracking
• Correcting any identified accounting errors
• Act as an SME for financial processes within JLL CRE.
• Assist with training and onboarding of new workplace team members on financial requirements.

Facilities Management

• Perform workplace inspections and proactively monitor office to identify and address any issues and place signage to alert any malfunction
• Raise work orders for reactive maintenance and ensure work is completed timely to JLL standards
• Address staff concerns in a timely manner
• Maintain high attention to detail, ensuring our offices are kept to the highest possible level for our clients and staff

Health & Safety

• Conduct regular audits to ensure safety procedures are being followed
• Identify potential safety risks
• Serve as a first aider and/or emergency warden.
• Participate in disaster recovery and business continuity plans as required
• Follow established escalation procedures and incident reporting procedures
• Ensure visitors are signed in for compliance tracking

Other

• Navigate ambiguity and solve complex problems effectively
• Apply analytical and quantitative approaches to problem solving
• Employ holistic approaches and focus on long term solutions
• Achieve Key Performance Indicators based on work order and financial tracking
• Travel between Sydney CBD and Parramatta offices
• Perform other tasks consistent with the Workplace Ambassador role

Ideal Experience

The ideal candidate will have extensive experience in property/facilities management, hospitality, hotel management, or luxury corporate concierge services. They will demonstrate strong administrative, communication, and problem-solving skills, with proven experience in continuous improvement initiatives.

The ideal candidate presents a professional and friendly corporate image to clients, remains calm when managing multiple priorities, and has working knowledge of occupational safety requirements.

Other Personal Characteristics

• Strong proven problem-solving skills
• Ability to effectively work in a fast-paced environment
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills
• Exhibits honesty & trustworthiness

Location:

On-site –Parramatta, NSW, Sydney, NSW

Job Tags:

Hiring

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.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.