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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.
The Administrative Operations Intern will support the day-to-day administrative and operational functions of the facility management operations team. The role is responsible for vendor coordination, invoice processing, procurement administration, consumable management, employee support coordination, reporting, and maintaining operational documentation to ensure smooth facility operations.
The position plays a key role in supporting operational continuity, financial administration, compliance requirements, and client service delivery within the property/facility environment.
Key Responsibilities
Operational & Administrative Support
- Coordinate day-to-day operational administrative activities
- Support the Facility/Property Manager in managing site operations and reporting
- Maintain accurate operational records, filing systems, and documentation
- Prepare daily, weekly, and monthly operational reports
- Assist in meeting coordination and preparation of meeting minutes
Vendor & Procurement Coordination
- Coordinate with vendors for operational services and deliveries
- Process vendor registrations and maintain procurement records
- Prepare, issue, track, and verify purchase orders
- Process and maintain all vendor invoices in procurement systems (PR/Coupa)
- Validate invoices and coordinate payment processing with finance teams
- Maintain vendor agreements, contracts, and service records
Financial & Compliance Support
- Assist with operational expense coordination and budget tracking
- Prepare monthly provision reports and invoice summaries
- Coordinate with audit teams and statutory authorities as required
- Prepare and issue WHT certificates to vendors
- Support compliance with internal controls and JLL operational requirements
Consumables & Inventory Management
- Manage stationery and pantry consumables inventory
- Maintain stock records and monitor consumption levels
- Coordinate replenishment and supplier deliveries
Employee & Office Support
- Coordinate employee transport requirements
- Support issuance of ID cards, business cards, and IT accessories
- Coordinate network and voice connection requirements
- Maintain employee attendance and personnel records
Communication & Coordination
- Coordinate document dispatches, vendor communications, and operational notices
- Support resident/client communications and general notices
- Maintain emergency contact lists and operational contact databases
Systems & Reporting
- Maintain accurate operational data in internal systems
- Support invoice submissions through Coupa and procurement platforms
- Track operational expenses, invoices, and administrative records
Candidate Profile
Education & Experience
- Diploma or Degree in Administration, Facilities Management, Business Administration, or related field
- 1–3 years of experience in facilities management, property management, or administration
- Experience handling vendor coordination, invoice processing, and operational administration preferred
Skills & Competencies
- Good knowledge of Microsoft Office applications
- Strong communication and coordination skills
- Ability to work in a fast-paced operational environment
- Good organizational and documentation skills
- Positive attitude with strong attention to detail
- Ability to manage multiple tasks and deadlines efficiently
Key Attributes
- Professional and service-oriented
- Strong team player
- Good interpersonal and stakeholder management skills
- Ability to maintain confidentiality and operational discipline
- Proactive and solution-oriented mindset
Location:
On-site –Colombo, Sri LankaIf 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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