Facilities Admin 대리급 (시흥 근무)

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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.

Position Summary

The Facilities Assistant is responsible for providing administrative and operational support to ensure the smooth day-to-day operation of the office. This role serves as the primary on-site support resource for employees, visitors, vendors, and the Facilities Management (FM) team, while maintaining a safe, efficient, and professional workplace environment.

The position includes responsibilities in the following areas:

• Reception and visitor services
• Facilities and workplace operations support
• Office administration
• Vendor management support
• Procurement and purchasing support
• Financial and administrative support

Key Responsibilities

1. Client & Stakeholder Management

• Serve as the first point of contact for employees, visitors, vendors, and clients.
• Provide excellent customer service and support to office occupants and visitors.
• Manage visitor reception and access registration.
• Coordinate visitor access and notify employees of guest arrivals.
• Maintain lobby, meeting rooms, and common areas in a clean, organized, and professional condition.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Receive, unpack, sort, and organize incoming shipments and office supplies.
• Respond promptly to employee inquiries and service requests.
• Build and maintain effective relationships with employees, vendors, building management, and other stakeholders.
• Support office events, meetings, and other business activities as required.
• Report facility-related issues and service deficiencies to the FM team for resolution.

2. Facilities & Site Operations Management

• Support daily office operations and ensure facilities are maintained in a safe and functional condition.
• Coordinate preventive maintenance (PM) activities and vendor visits.
• Arrange schedules for equipment inspections, maintenance, and repair activities.
• Maintain maintenance records, inspection reports, and compliance documentation.
• Monitor office supplies and consumables and coordinate replenishment as needed.
• Support the management of access cards, keys, and access permissions.
• Coordinate with building management and service providers regarding facility-related issues.
• Monitor office environmental conditions, including lighting, HVAC, and workplace cleanliness.
• Identify opportunities to improve operational efficiency and reduce costs.
• Support emergency preparedness and business continuity activities.

3. Procurement & Vendor Management

• Assist with the sourcing and engagement of service providers and vendors.
• Coordinate vendor access and work permit requirements.
• Monitor vendor performance and service quality.
• Support contract administration and vendor documentation management.
• Coordinate service requests and track corrective actions.
• Maintain vendor contact information and service records.

4. Finance & Administrative Support

• Process Purchase Requisitions (PRs), Purchase Orders (POs), and related documentation.
• Support invoice verification, expense tracking, and payment processing.
• Maintain records of facilities-related expenditures and budgets.
• Assist with financial reporting and cost-tracking activities.
• Ensure compliance with company procurement and financial policies.
• Support the preparation of operational reports, presentations, and management documentation.

5. Safety, Compliance & Risk Management

• Maintain Fire Warden and First Aid responder rosters.
• Support workplace safety inspections and track corrective actions.
• Assist with Incident, Near Miss, Good Catch, and hazard reporting processes.
• Ensure compliance with company policies, procedures, and client requirements.
• Maintain regulatory, compliance, and audit-related documentation.
• Promote a positive safety culture through proactive communication and engagement.

Qualifications & Experience

Required

• Minimum 1 year of experience in office administration, facilities coordination, workplace services, reception, or a related field.
• Experience working in a corporate office environment.
• Strong customer service mindset and interpersonal skills.
• Proficiency in Microsoft Office applications:
  • Outlook
  • Excel
  • Word
  • PowerPoint
• Strong organizational and administrative skills.
• Ability to manage multiple tasks and prioritize effectively.

Key Competencies

Customer Focus

• Delivers excellent customer service.
• Maintains positive relationships with employees and stakeholders.
• Responds promptly and professionally to requests and inquiries.

Communication & Collaboration

• Strong verbal and written communication skills.
• Ability to work effectively with employees, vendors, and management.
• Capable of communicating professionally with stakeholders at all levels.

Problem Solving

• Identifies issues proactively and develops practical solutions.
• Demonstrates sound judgment and decision-making ability.
• Handles unexpected situations calmly and effectively.

Organization & Time Management

• Strong attention to detail.
• Ability to manage competing priorities and meet deadlines.
• Maintains accurate documentation and records.

Adaptability

• Flexible and capable of working in a fast-paced environment.
• Adapts quickly to changing business needs and priorities.

Integrity & Accountability

• Demonstrates professionalism, honesty, and reliability.
• Maintains confidentiality and handles sensitive information appropriately.
• Takes ownership and accountability for assigned responsibilities.

Performance Expectations

• Maintain a safe, compliant, and professional office environment.
• Meet applicable Service Level Agreement (SLA) and Key Performance Indicator (KPI) requirements.
• Support continuous improvement initiatives and cost-saving opportunities.
• Contribute positively to employee experience and client satisfaction.

Note: This position is not limited to reception duties. It is a comprehensive Workplace & Facilities Support role encompassing facilities operations, procurement and financial administration, vendor coordination, safety compliance, and employee support services.

Location:

On-site –Seoul, Korea, Republic of

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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