Workplace Ambassador

Overview

Manage workplace facilities, vendor relations, events, and employee experience.

Key Responsibilities

• workspace design
• shipment coordination
• vendor management
• maintenance scheduling
• procurement
• reception

Tasks

-Drive the creation of a well-organized, aesthetically engaging workspace that boosts employee focus, fosters collaboration, and elevates the visitor experience. -Oversee domestic and international shipments, preparing all necessary documentation and ensuring compliance with regulations. -Supervise the office cleaning team to ensure consistent quality standards and continuous improvement. -Suggest weekly breakfast menus, review and approve weekly lunch menus (CaterSpot), and coordinate arrangement of delivered lunch packets and shared dinners. -Provide adhoc weekend support for critical maintenance or urgent operational needs to ensure uninterrupted business continuity. -Respond to Workplace Experience service tickets to address and resolve employee requests efficiently. -Maintain accurate records and documentation of equipment, maintenance activities, and repairs, utilising appropriate facility management systems -Maintain strong vendor relationships to ensure reliability, innovation, and long-term partnership value. -Partner with pantry suppliers to curate healthier snack options, promoting workplace wellbeing. -Support adhoc requests from APAC offices (Japan, Korea, Sydney) by coordinating the production of acrylic nameplates through local vendors and arranging shipment to respective offices. -Coordinate welcome activities for new hires, including welcome kits, workspace setup, and lunch arrangements during onboarding. -Oversee procurement and inventory of office supplies, stationery, and workplace assets to support seamless operations. -Negotiate and manage vendor contracts to achieve optimal pricing, quality, and service standards. -Serve as the first point of contact through reception duties (2 days per week), ensuring a professional and hospitable experience for visitors. -Track and update workplace-related expenses, prepare purchase orders, and process vendor invoices for approval and payment. -To assist the Workplace Lead and Experience Ambassador in the day-to-day operations of the site -Conduct regular inspections and assessments to identify potential problems or areas for improvement, and promptly address any issue -Deliver comprehensive soft services including reception support, vendor coordination, workplace experience management, and serve as primary occupant liaison to enhance overall workplace satisfaction and operational efficiency -Take stock and procure additional pantry supplies that are not covered under the scope of third-party vendors. -Carry out finance process to JLL under new IFM scheme under Corrigo and FWO system. -Coordinate and oversee repairs and maintenance activities, ensuring compliance with safety standards and adherence to budgetary constraints -Plan and organize mugshot (headshot) sessions 2-3 times per year for new employees. -Liaise with maintenance providers to ensure timely resolution of facility issues, minimizing operational disruptions. -Liaise with MTS on technical issues and effectively resolve them in a timely manner to minimise downtime and disruptions -Plan and manage catering for company events, ensuring quality, budget alignment, and staff satisfaction. -Execute preventive maintenance programs for building systems and equipment, following established procedures and schedules -Check, sort, and arrange meals upon delivery; liaise with vendors to resolve discrepancies or quality/quantity issues. -Provide and analyse data for Client to prepare annual budgets by vendor to support strategic financial planning. -Manage logistics for overseas guests, including pre-visit communications, access arrangements, hospitality support, and operational coordination.

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About Jll

-Founded over 200 years ago, JLL has become a global leader in real estate services and investment management. -With a presence in over 80 countries, JLL offers a wide range of services, including property management, advisory, and capital markets. -JLL manages iconic properties like the Shard in London and works with Fortune 500 companies to optimize real estate portfolios. -The company is known for its innovative solutions in real estate technology and sustainability. -Typical projects include large-scale urban developments, corporate relocations, and infrastructure advisory. -JLL has pioneered the integration of data-driven insights into real estate decision-making. -The company’s expertise spans across diverse sectors, such as residential, commercial, industrial, and infrastructure. -Notable for its long-standing history, JLL continues to shape the global real estate landscape.

Sector Specialisms