Senior Administrative Officer

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.
What your day-to-day will look like:
1.Support daily operations and monitor vendor performance
Support Service Delivery Manage (SDM) in daily operations for the Bank’s outsourcing service and other services, for example:
Place order in vendor’s system
Ad-hoc service arrangement (e.g. relocation of service points, change of service schedule etc.)
Update details of service points, vendor staff list and relevant documents
Handle material request (e.g. mailing bags/ seals)
Handle enquiries from other departments
Monitor vendor performance
Assist in site visit arrangements
Regular checks/review of vendors’ services
Follow up with vendors on issues/service failure/incidents, with timely escalation and provide updates/reports to relevant parties
Collaborate with vendors and other departments when smooth out operation/ issues within the workplace.
2. Reporting
Review reports from vendors to ensure accuracy and meeting the agreed service level, with timely submission
Follow up the report if there are any issues/discrepancies
Collect data from vendors and prepare internal reports
3. Arrange purchase and payment requests
Raise purchase order in our Corporate Purchasing (COUPA) system
Verify invoices from vendors and submit payment application via COUPA
Prepare PeopleSoft payment template for non-COUPA payment
4. Schedule and coordinate internal and external meetings
Arrange meeting scheduling
Prepare related meeting material (e.g. agenda, meeting minutes, supporting documents, etc.)
Follow up action items discussed in meetings
5. Assist in regular review of service processes/ documents
Assist SDM to update relevant documents/ manual upon changes or regular review exercise
Standard Operating Procedures
Business Continuity Plan (BCP)
Incident escalation list
6. Assist to drive the different projects
Under daily operational experience, assist in driving different initiatives (such as workflow simplification, saving, paperless, etc.)
Assist SDM to negotiate with vendor to identify any opportunities
Location:
On-site –Hong Kong, SAR, China
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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!
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