Workplace Ambassador

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.

Cisco site code: HNI06

Address: TechnoPark Tower, Level 15A-F, Vinhomes Ocean Park, Gia Lam District, Hanoi, Vietnam
Job Title: Workplace Ambassador

The Workplace Ambassador is responsible for delivering a best-in-class workplace and hospitality experience for employees, visitors, and stakeholders. The role serves as the primary point of contact for front-of-house services, workplace operations, customer service, work order coordination, vendor management, and financial administration including purchase orders (PO), invoice management, and billing processes.

The Workplace Ambassador ensures seamless day-to-day workplace operations while maintaining high service standards, compliance, and customer satisfaction aligned with JLL and client expectations.

Key Responsibilities

1. Reception & Visitor Experience

• Welcome employees, visitors, vendors, and clients professionally.
• Manage visitor registration, access badges, security procedures, and host notifications.
• Support VIP visits and executive stakeholder engagements.
• Handle incoming calls, emails, and workplace inquiries.
• Maintain reception and front-of-house areas to hospitality standards.

2. Workplace Experience & Customer Service

• Act as the face of the workplace and provide concierge-level support.
• Assist employees with workplace-related inquiries and service requests.
• Coordinate employee engagement activities, special events, and workplace programs.
• Promote a positive workplace culture and employee experience.
• Ensure workplace amenities are functional and well-maintained.
• Support Events set-up and escorting.

3. Work Order Management

• Raise, assign, monitor, and close work orders through Corrigo and ServiceNow
• Track facility-related service requests
• Follow up with service providers on work order completion.
• Verify quality of completed work before closure.
• Ensure work orders are completed within agreed Service Level Agreements (SLAs).
• Generate and maintain work order reports and performance metrics.
• Escalate critical issues and service failures appropriately.

4. Vendor & Contractor Coordination

• Coordinate service vendors and contractors performing on-site work.
• Verify permits, risk assessments, and supporting documentation before work commencement.
• Schedule contractor access and coordinate site inductions.
• Monitor vendor performance and compliance with client requirements.
• Support preventive maintenance activities and workplace improvement projects.

5. Purchase Order (PO) Administration

• Create and process Purchase Requisitions (PR) and Purchase Orders (PO) in accordance with client and JLL procurement procedures.
• Ensure proper budget allocation and cost coding.
• Coordinate with vendors to obtain quotations and supporting documentation.
• Track PO status from creation to closure.
• Maintain accurate records of approved POs and procurement transactions.
• Ensure services are delivered before invoice approval.
• Support monthly procurement and financial reporting activities.

6. Invoice Processing & Billing

• Receive, review, and validate vendor invoices against: Approved Purchase Orders Contracts Scope of Work Completed Work Orders
• Perform three-way matching: Purchase Order Service Delivery Confirmation Invoice
• Resolve invoice discrepancies with vendors and finance teams.
• Submit invoices for approval within designated timelines.
• Monitor outstanding invoices and payment status.
• Prepare accrual reports for completed work pending invoicing.
• Support monthly financial close activities.
• Assist with recharge billing and cost recovery processes where applicable.
• Maintain audit-compliant financial documentation.

7. Financial Management Support

• Monitor workplace operational expenditure (OPEX)
• Track spending against approved budgets.
• Assist in monthly budget forecasting and variance reporting.
• Support financial reporting for workplace services and projects.
• Generate reports on spend, PO utilization, invoice status, and accruals.
• Ensure compliance with client financial controls and JLL governance requirements.

8. Facilities Coordination

• Conduct workplace inspections and audits.
• Report and track maintenance issues.
• Coordinate meeting room readiness and workplace support services.
• Ensure pantry, collaboration areas, and common spaces meet workplace standards.
• Coordinate moves, adds, and changes (MAC activities).

9. Health, Safety & Compliance

• Follow workplace health, safety, and environmental procedures.
• Support emergency preparedness and evacuation activities.
• Ensure vendor compliance with site safety requirements.
• Maintain accurate documentation and compliance records.
• Support site audits and business continuity activities.

Qualifications

• Diploma or Degree in Facilities Management, Business Administration, Hospitality, or related field.
• Minimum 2–5 years of workplace experience, facilities management, reception, hospitality, or administration experience.
• Experience with: ServiceNow, Corrigo, Ariba, Microsoft Office

Key Competencies

Customer & Workplace Experience

• Hospitality mindset
• Customer-centric approach
• Professional communication skills

Operational Excellence

• Work order management
• Vendor coordination
• Facilities administration

Financial Administration

• Purchase Order management
• Invoice processing
• Budget tracking
• Financial reporting
• Billing and accrual management

Personal Effectiveness

• Strong organizational and multitasking skills
• Attention to detail
• Problem-solving capabilities
• Stakeholder management
• Ability to work independently and collaboratively

This version aligns well with a JLL Workplace Ambassador role supporting Cisco or similar corporate environments, where responsibilities include reception services, workplace experience, work order administration, purchase order management, invoice processing, accruals, and financial coordination.

Location:

On-site –Hanoi, Vietnam

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.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.