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JLL · 14 hours ago

Assistant Workplace Manager

Louisville, KY

Full-time

Onsite

Mid Level

3+ years exp

JLL is a leading global provider of real estate and investment management services, and they are seeking an Assistant Workplace Manager to ensure smooth day-to-day operations and exceptional workplace experience. This role involves overseeing office services, vendor coordination, and providing superior service delivery while enhancing personal and professional skills in a client-facing environment.

CommercialReal Estate

No H1B

Responsibilities

Serve as the initial point of contact for all Client employee inquiries, issues, troubleshooting, and feedback related to the services within the workplace, with the primary goal of positively impacting the care and comfort of Client employees and guests

Manage office and pantry supply ordering, restocking, and organization, daily lunch orders for employees and visitors, and catering requests

Oversee seating, access badges, and assist with minor tech troubleshooting

Coordinate shipping, receiving, and carrier relationships

Track and process invoices, expenses, and payments; prepare and mail checks and documents

Serve as the main point of contact on-site for internal communications and vendor coordination in collaboration with leadership and business relationships to ensure proper vendor partner processes and systems are engaged

Maintain records, files, and documentation with accuracy and attention to detail

Partner with facilities and building teams to ensure a clean, well-maintained office

Identify opportunities to streamline administrative processes and update procedures as needed

Conduct routine walkthroughs and assessments of the soft services delivery to ensure compliance with service level agreements, policies and regulations, and performance metrics to provide flawless execution and stable service delivery for the Client

Works collaboratively within the account team in the delivery of services across all business lines (Facility Management, Engineering, Transactions, Projects, etc.)

Assists with third party vendor relationships and service partners to provide maximum service delivery

Intuitive service delivery, anticipating needs or concerns exceeding Client expectations

Builds meaningful lasting relationships with Client employees and guests, carrying calling and culture cards

Visibly engaged and well known in the workplace; spends a minimum of two hours per day welcoming employees in the reception or employee entrances while also walking floors to ensure Workspaces (offices, desk, conference rooms, mailroom, pantries, etc.) are stocked and maintained

Receives and responds to all requests or issues within one day of receipt, including a personal follow up to Client employees to ensure questions / requests are answered

Identify potential risks and escalate, as appropriate, to ensure no privacy breech, security incident or disruption to Client’s operations occur

Assistance and flexibility with Client events as needed to ensure flawless delivery

Provide administrative and operational excellence for soft services

Perform additional job duties, as requested

Qualification

Office managementClient relations supportMicrosoft Office SuiteExpense & Invoice ManagementWorkdaySalesforceIvaluaConcurMultitasking skillsOrganizational skillsCommunication skills