Facilities Assistant

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.

About the Role

We are looking for a proactive and detail-oriented Facilities Assistant to join our team. In this role, you will support the daily operations of the client’s office environment, ensuring a safe, comfortable, and efficient workplace. You will act as the first point of contact for facility-related requests, manage office supplies and vendors, and assist in administrative tasks. This is an excellent opportunity for someone who enjoys solving problems, has strong service awareness, and wants to grow in the facility management industry.

Key Responsibilities

1. Front Desk & Hospitality Services

• Serve as the primary point of contact for visitors, providing professional reception services including registration, badge issuance, and directing guests.
• Manage meeting room bookings, ensure rooms are set up correctly before meetings, and provide onsite support (AV checks, catering coordination, etc.).
• Plan and execute internal employee engagement activities, holiday events, and office decorations to enhance workplace experience.

1. Office Supplies & Inventory Management

• Monitor inventory levels of office supplies, pantry items, and cleaning materials.
• Process purchase requests, conduct monthly stocktakes, and coordinate with approved vendors for timely delivery.
• Track expenses and assist in monthly reconciliation of invoices to ensure accuracy and compliance with budget guidelines.

1. Vendor & Supplier Coordination

• Liaise with service providers (cleaning, security, pest control, plant rental, courier services, etc.) to ensure service quality meets SLA (Service Level Agreement) standards.
• Conduct daily/weekly inspections of office areas (including furniture, electrical appliances, and hygiene conditions) and report issues to vendors for immediate rectification.
• Assist in monitoring vendor performance and collecting feedback from internal stakeholders.

1. Facility Operations & Maintenance Support

• Log and track maintenance requests via the helpdesk system (e.g., ServiceNow, JLL Portal), ensuring timely resolution by technical teams or external vendors.
• Assist in managing access control systems (key/card distribution, visitor logs) and maintaining accurate records.
• Support the Facility Manager in EHS (Environment, Health, and Safety) initiatives, such as fire drill coordination, safety inspections, and compliance documentation.

1. Administrative Support

• Handle incoming/outgoing mail and courier services, ensuring proper cost allocation and record-keeping.
• Assist with ad-hoc administrative tasks as requested by the management team or client stakeholders.

Qualifications & Requirements

• Education: Bachelor’s degree in Administration, Business English, Hospitality Management, or related fields preferred.
• Experience: 2–4 years of experience in facility administration, front office reception, or administrative support, preferably in multinational corporations (MNCs) or top-tier property management firms.
• Language: Proficient in Mandarin; good written and verbal communication skills in English is a plus.
• Technical Skills:
• Proficient in MS Office (Excel, Word, PowerPoint).
• Familiarity with facility management software (e.g., ServiceNow, Archibus) is an advantage.
• Core Competencies:
• Service Orientation: Strong customer service mindset with the ability to handle inquiries professionally and patiently.
• Attention to Detail: Meticulous in inventory management, data entry, and invoice reconciliation.
• Communication: Ability to coordinate effectively with internal teams, clients, and external vendors.
• Problem-Solving: Proactive in identifying issues and proposing practical solutions.
• Integrity: High level of confidentiality and professionalism.

Location

On-site –Shanghai, 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.