Office Services Administrator

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.   

The OS Administrator ensures the smooth and efficient operation of office services and facilities, proactively anticipating and resolving operational needs while maintaining strong relationships with internal clients and external vendors. He/she is also responsible for upholding strict confidentiality of all sensitive information and for GDPR compliance.

Key Responsibilities

• Facilities Management: Oversee all aspects of office facilities for two Amsterdam offices, taking initiative to address issues proactively and ensure a fully operational and safe workspace, promptly resolving facilities-related issues and ensuring a positive work environment for all colleagues.
• Vendor and Contractor Relationships: Develop and maintain strong, trust-based relationships with vendors and contractors, ensuring consistent service quality and escalating issues to the Regional Head of Office Services when necessary.
• Health, Safety, and Security Compliance: Ensure the office complies with health, safety and security regulations by conducting regular audits and actively addressing risks to ensure a safe working environment. Comprehensive management of access card system, incl. the issuance, renewal, and deactivation of access cards for employees, contractors, and visitors
• Procurement and Resource Management: Handle procurement of office and pantry supplies, taking ownership of inventory management to ensure resources are available, used efficiently, and managed cost-effectively.
• Cost Management and Reporting: Follow established processes for logging and recording departmental costs, actively maintaining accuracy and providing timely information for any finance-related queries. Accurate and timely processing of invoices through the iProcurement tool, incl. raising and managing requisitions.
• In-House Event Support and Logistics Management: Supporting the planning and execution of internal events held within the office. Includes managing all logistical aspects such as room bookings, setup and breakdown of event spaces, and coordinating with catering services to provide food and beverages. Collaborating with team members to understand event requirements and ensuring all details are organised to create a successful and engaging experience. At times also overseeing on-site management during events, addressing any issues that arise promptly to ensure smooth operations and enhance the overall experience for attendees.
• Operational Support: Providing insights on office operations, taking initiative to identify opportunities for service delivery improvements and operational efficiencies.
• Collaborate with Internal Teams: Work closely with internal teams at all levels, ensuring effective communication and support for their operational needs, while fostering a cooperative and positive working environment.
• Front of house operations: Answer calls for client, in a courteous and professional manner, prioritizing as appropriate. Greet all visitors such as clients, candidates, delivery persons, maintenance workers, etc. ensuring proper security is in place for all guests. Book meeting rooms and ensure their logistics including general set up/clean-up of rooms, catering requests, liaising with Technology Services for audio and video conferencing requests.
• Corporate American Express Program: Administration of the program, issuing application links, terminating card accounts as needed and assisting card users in resolving any issues or inquiries they may have.
• Support the development, implementation, and monitoring of sustainability initiatives in the office, including waste sorting and energy optimization.
• Prepare and regularly update performance dashboards on KPIs for office services.

Key Competencies

• Advanced Organisational and Time Management Skills: Expertise in prioritising and managing complex tasks and multiple projects simultaneously, ensuring efficient office operations and optimal resource allocation.
• Strong Communication and Interpersonal Skills: Competent in both verbal and written communication, adept at fostering a collaborative and inclusive work environment while building and maintaining strong relationships with colleagues, vendors, and stakeholders.
• Proactive Problem-Solving and Adaptability: Demonstrated ability to identify potential issues before they arise and implement effective, strategic solutions to enhance office operations, while remaining flexible and responsive to evolving circumstances.
• Attention to Detail and Financial Acumen: Strong focus on detail in procurement processes and compliance, coupled with a comprehensive understanding of financial management and cost control strategies.
• Emerging Leadership and Team Collaboration: Developing the ability to support and motivate team members, fostering a collaborative environment. Actively learning to guide colleagues towards shared objectives while encouraging open communication and teamwork.
• Fluency in English and Dutch, both spoken and written, is essential in the Amsterdam office environment
• Proficiency in digital and office tools (Excel, PowerPoint, iProcurement, etc.)
• Strong customer service orientation with a proactive approach to understanding and anticipating internal stakeholder needs.

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Location:

On-site –Amsterdam, NLD

Job Tags:

Hiring

If this job description resonates with you, we encourage you to apply, even if you don’t meet all 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.