Assistant Workplace Manager

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

Assistant Workplace Manager  

Overall Role

• Support the Workplace Manager to manage smooth daily operations of the workplace.

• Support health and safety initiatives in the workplace.

• Contribute to the implementation of workplace policies and procedures.

• Support the implementation and maintenance of workplace technology (Corrigo).

• Assist in managing vendor relationships and contracts.

• Monitor service delivery and escalation are done if necessary.

• Oversee office supplies and inventory.

• Enhance the employee experience by providing hospitable and warm customer service.

• To assist in the maintenance of the premises including any designated financial, maintenance, procurement, asset, and vendor management.

• Supports staff results by communicating job expectations and planning, monitoring and appraising job results.

• Assist in guidance, coaching, counselling employees.

• Develop an understanding of and sound working relationship with key representatives of the business, suppliers, and team members.

• Be the voice of the users by listening and providing for their requests.

• Be a supporter of change and spokesperson for agile workplace concepts.

Duties & responsibilities

• Primary focus on creating a welcoming environment for employees internal and external clients by providing authentic, caring, and timely service.

• Foster a sense of community and create happiness at work to our client.

• Curate a welcoming and collaborative community environment that supports an inclusive culture for our employees.

• Build relationships with our employee community and proactively gather information, so the Workplace Team can anticipate their needs before they arise and deliver outstanding customer service.

• Own how we approach workplace communications and the channels used to share local information, building updates and upcoming events with our employee community.

• Support and guide our employee on how to use our amenities to help them maximize their productivity in the workplace.

• Planning and execution of community events to promote employee networking, wellness, and our mission.

• Talking with other Community Representatives to confer on issues, share good practice, and seek advice or knowledge about specific issues.

• Manage all aspects of account’s soft services.

• Need to be culturally sensitive and perform work ethically and with integrity.

• Support Workplace Team in responding to corporate services requests.

• Support in ordering of offices supplies and booking of meeting rooms.

• As part of team rotation, provide Helpdesk support by responding to requests and tickets logged into Corrigo platform. Ensure tickets are being followed up by the relevant teams.

• Upkeep and update the list of vendors and contacts.

• Negotiate contracts and maintaining a good vendor relationship.

• Assist in collation for all team monthly reporting.

• Assist with any other duties as assigned by the reporting Manager for any operational or business needs.

• Handle vendor invoices that include coding, tracking the payment.

Key Competencies

• Leadership and team management skills.

• Problem-solving mindset with attention to detail.

• Able to multitask and resolve multiple requests simultaneously.

• Adequate interpersonal skills to manage diverse range of service providers and Client representatives.

• Good people skills and ability to interact with a wide range of client users and demands.

• PC literacy and proven ability to manage daily activities using various systems, including the internet and e-mail functions.

• Demonstrated experience with continuous improvement initiative.

• Good communicator, confident, friendly, engaging.

• Able to relate to different stakeholders of the organization.

• “Customer first” mind set.

Key Measurables (KPIs)

• Workplace Pride

• Workplace Productivity

• Employment Agreement

• Compliance with the Service Level Agreement established between Jones Lang LaSalle and Client.

Behavioural Competencies

LEADERSHIP

• Work towards objectives unsupervised

• Provide guidance and support to the team members

• Taking ownership of any workspace-related issues on floor(s) allocated

PERSONAL EFFECTIVENESS

• Proactively engages with bank users, clients, and team members to ensure vibrancy at the workplace

• Actively promotes other client-led initiatives

• Contributes via regular feedback, to the overall performance of the delivery team

DECISION MAKING

• Be able to make difficult decisions and resolve problems or improve operations.

• Actively search out opportunities to achieve best results and increase the service delivery provided by Jones Lang LaSalle/client

RELATIONSHIP BUILDING

• Promote open, constructive, and collaborative relations with team members and clients.

• Proactively build rapport with other functions (Hospitality, D&C, M&E) to ensure seamless delivery of service to client.

COMMUNICATION

• Listens effectively and communicate through actions and example. Has good written and oral communication skills.

• Address employee inquiries and concerns related to the workplace

• Contribute to initiatives that enhance workplace culture and well-being

• Assist in onboarding new employees regarding workplace procedures

BUDGET AND REPORTING

• Help prepare and monitor facility-related budgets

• Assist in creating reports on workplace metrics and KPIs

• Track and analyze data on space utilization and operational costs

SUSTAINABILITY

• Support implementation of sustainability initiatives

• Monitor and report on energy consumption and waste management

Location:

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, an