Facilities Finance and Admin

• Create purchase order, compile all the quotation, delivery order, service report and invoices in compliance to all company/client procurement processes. Perform good receipt and submit month end accrual including invoice management, completion, and documentation
• Support and work with Site Lead on Financial KPIs month-on-month including Variance Reports, Budget Forecasting, and Auditing.
• Support the Site lead in budgeting and forecasting of OPEX and CAPEX Works
• Support the Site lead in contract drafting and renewal process
• Verify and track timely submission and payment of vendor invoice
• Conduct and coordinate regular Vendor performance management scoring for the team. Maintain and developing good relationship with vendors and building management
• Support the team in sourcing and ad-hoc purchases
• Inventory management: Purchase and ensure the janitorial, and other office supplies are always in stock, keep track of inventory of events and other décor items
• Management of staff Season Parking application, termination & related services
• Monitor overall open and overdue Work order status
• Liaise with requestor and receptionist to support the development of and understand the requirements for each event, including coordination with team/vendors, last minute logistical needs, ensuring effective set-up/execution of event and providing course correcting instructions/directions, when needed. Assist in collecting post-event feedback from requester
• Space management – Collaborate with MAC team to manage and coordinate moves, additions, and changes within the office and to provide accurate and timely reports and space data
• Utilities consumption tracking
• Participates in Client EHS, BCP and ERT programs
• Provide good customer service and facilities support to client/ employee. Coordinate and handle request/ feedback, with prompt respond and follow up
• Any other ad-hoc duties as assigned whenever required depending on business requirements
• Escalate urgent issues identified through to the Facilities Manager

• Minimum of 3 years of related experience and/or training. Prior vendor supervisory experience preferred.
• Diploma/Degree in Finance, Tourism/Hospitality/Business Administration or other relevant fields
• Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers
• Ability to effectively present information
• Ability to comprehend, analyse, and interpret service agreement documents. Requires advanced analytical and quantitative skills
• Prior facilities coordination experience & basic technical knowledge on office facilities are ideal
• Proactive, detail-oriented with excellent time management skills
• Team player who is willing to learn, with proven performance in problem-solving and a track record of being able to work independently and multi-task in a fast-paced environment
• Standby for activation or coordination after office hours when required

Jones Lang LaSalle