Facilities Administrator

---

Job Description

Jones Lang LaSalle Ltd provides real estate management services. The Company offers agency leasing, building surveying, corporate finance, cost management, development consulting, facilities management, lease advisory, planning and other services. Jones Lang LaSalle operates worldwide including Fiji.

The Facilities Administrator supports the Facilities Manager with financial operations and provides administrative assistance to the Pacific team, ensuring timely and accurate financial processes. It also involves general office tasks, managing the Corrigo work order platform, handling customer queries, arranging callouts, and troubleshooting issues.

Outcomes

Organisational Stakeholders
1. Business Support and reporting provided
Accurate data base of all records managed through the client records management system. Management of the annual destruction process of physical records ensured Facilitate, coordinate and undertake the day-to-day Records Management function in line with agreed service levels, include invoice reconciliation. Assistance provided to the Administration team with business operations which includes but is not limited to stationery and paper stocking and reordering, mail procedures, courier/postage and repairs and maintenance. Assistance in the end-to-end move process for all office moves and new employees according to clients’ requirements, including the physical move (boxes, computers, equipment, etc.), phone service transfer, electronic data transfer, providing office name plates, assigning pigeon holes and lockers, keys, furniture, and ergonomic assessments. Advocating to all stakeholders on the requirements of procedures, policies and requirement processes
2. Timely processing and facilitation of relevant payments
Payments are processed in a timely manner considering time differences for overseas payments  Verification of payment details ensured  Accurate records of all payments made for reporting purposes
3. Administrative duties carried out
Attend to telephone enquiries, correspondences and meeting room management Manage incoming mails, file scanning, copying and related administrative duties Maintain databases for administrative and record keeping purposes         Administrative support services relating to scheduling, organising and follow through on logistics for meetings, and travel  LPOs are raised, verification of cash, etc.,   Operational support services ensured Seek ways to constantly reduce costs and improve operational standards. Use the Corrigo Workorder system or similar adopted system in raising workorders an following through progress of these work orders to meet KPI’s. Maintain premises in neat and good working condition at all times.
4. Operational compliance
Operational systems and procedures compliant, not limited to reporting of non-compliance and breaches Statutory and regulatory compliances ensured – Locally and internationally
5. JLL values upheld and promoted at all times
Work cooperatively as a team or independently with minimum supervision Engender a productive, efficient and motivated staff environment Ensure safe, healthy and environmentally aware workforce

Responsibilities - Critical Competencies

Competence	Description
Business
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Information Analysis	Make informed decisions by collecting and interpreting data and information
Documentation	Communicate using formal business writing.
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
Organisational Values	Display the organisation's image and value standards.
People
Team Orientation	Work in a team towards a common aim.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Financial Application	Apply financial principles and practices.
Technology Application	Apply technology.
Operational
Stock Control	Acquire and monitor stock to meet business needs

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Administration, Business and Management

Work Knowledge and Experience

1. Excellent understanding of accounting polices and procedures (Accrual Accounting and payroll and petty cash)
2. Ability to work with and as part of an interdisciplinary and culturally diverse team
3. Audit knowledge and reporting required
4. Minimum 3 years in a similar role. Regional financial experience, desirable
5. Efficient data entry and analysis skills
6. Previous experience in service delivery.

Requirements

Language Proficiency
Excellent command of written and spoken English
Regulatory Compliance Requirements
Driver’s License
Police Clearance

Interactions

Interaction	Comments
Internal
All employees
External
Customers
Suppliers

Attributes

Attribute	Definition
Behavioural Styles
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Team Oriented	Enjoys being with others as part of a group or team.
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Thinking Styles
Initiative	Takes action and makes decisions without the help or advice of other people.
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Numerate	Shows abilities in quantitative thought and expression.
Flexible/Adaptable	Readily accommodates changing circumstances, modifying own behaviour and/or views. Able to adjust easily to new conditions.