Mai House Saigon

Administrations

• Monitor and maintain office service and equipment inventory supplies, orders replacement supplies as needed (stationary, water; pantry supply, spare part, courier service, ad-hoc, etc.)
• Work with housekeeping team to ensure office is tidy up
• Support to organize the client’s event, activities
• Control expense/contract of purchasing and other activities of all vendors related to Client & IFM and maintain the tracking files (Pantry consumables/Utility/Parking/Purchase order utilization, Finance tracker, assets list, courier service, etc)
• Support invoice/good receipt note/payment process as external (client) & internal (IFM)’s request
• Coordinate building & maintenance issues for general repair (heating, air conditioner, security, office facilities, etc.)
• Other tasks assigned by Client
  
  

Office Management

• Conduct daily inspection for office. Ensure all room’s accessories are in good conditions and all incidents, such as water leakage, AC issue, office hygiene are detected and solved at soonest.
• Ensure stationaries, pantry supplies, ad-hoc are delivered for daily operation in ordered and balance.
• Supporting in meeting/visitor room reservation & booking
• Supporting for onboarding process: pedestal key, temp badge, nameplate, stationaries,…
• Office key management
  
  

Business Support

• Receive/manage/handle the requests from external (customer’s request, 3rd clients and internal (local IFM/ Regional team)
• Support and prepare the weekly/monthly report to Client and Internal IFM
  
  

Accounting

• Perform account payable/ payment process & support regional finance team
• Meeting the clients’ facilities needs
  
  

Reception helpdesk

• Presented as receptionist helpdesk service & coordination to staffs & visitors
• Answer and manage incoming phone calls and emails
• Ensure visitors/staffs are conducted into client's premises in compliance with health, safety, and security procedure.
  
  

At JLL, we put client satisfaction at the front and center of everything we do. If you share our values, we will be more than happy to work with you. In this role, you’ll be responsible for working closely with clients and suppliers onsite to identify their facility-related enquiries and requirements. Your planning and budgeting skills will also be vital to the job, as you’ll take part in the procurement of vendors and services from time to time.

Making everyone safe and risk-free

Do you value workplace safety? If so, you’ll be a perfect fit for the job. In this role, you will ensure everyone’s health and safety by keeping safe workplace procedures in place and order. You’ll also be expected to carry out these procedures, as needed.

At the same time, this role puts you on the first line of defense against risks. As such, you will help implement and manage risk management programs, disaster recovery and business continuity plans. You’ll also be expected to follow escalation and incident reporting procedures and comply with the firm’s guidelines and strategies.

Sound like you? To apply, you need to be a

Qualification

• College or bachelor’s degree
• Have at least 02 years’ experience for admin position
• Communicate in English fluently
• Good computer skills such as MS Office (Outlook, Word, Excel, etc.)
• Able to work under pressure or working with multi tasks at the same time
• Excellent communication and interpersonal skills
• Ability to work independently and as part of a team
• Problem solving & negotiation skills
• Experience with office management software is a plus
  
  

Passion for service

Do you have a prior experience in facilities, property management, hospitality or other related fields? Do you have an understanding of local occupational health and safety requirements, critical facilities and vendor management? Are you knowledgeable in various property systems? You are what we’re looking for!

Team player

JLL’s unmatched excellence is only made possible by team work—a core value we want you to possess. As the facilities coordinator, we expect you to support the team and work well with others toward achieving targets. Likewise, you must have a proven track record of flawless project execution, all while following company standards and procedures. Ensuring that the team practices our ‘I am JLL’ core behaviors is also under your mandate.

Client focused enthusiast

It is important that you can easily interact with the general client staff and vendors to deliver efficient services. We’ll also count on you to address conflicts and conflicting priorities effectively. Likewise, you must be an excellent and resilient communicator who faces customers with a smile at all times, even when times get rough occasionally.