Facilities Administrator

JLL supports the Whole You, personally and professionally.

Job Title
Facilities Administrator Italy - home based position

Job Summary/Goals
The Facilities Administrator reports to a remote Facilities Manager/Area Manager and is responsible for providing support to ensure documents management and facilities services are provided in an effective and efficient manner. Must also demonstrate a high level of security and Health & Safety awareness at all times. Facilities Administrator is a home-based position with required to visit Client’s virtual office to collect documents (few times per week depends on document/post volume).

Description of the activities

Receive Intel invoices (Italian invoices via SDI electronic format ONLY) from Italian suppliers and forward them for payment (PO, non PO, etc)
Receive hardcopies of Intel invoices in pdf from foreign suppliers and forward them to payment
Foreign invoices to be archived in Regus cabinet
Inform supplier about procedure to raise a ticket in case of claiming/reminder of overdue invoices
Switchboard / phone calls

Receive incoming calls from local switchboard number still active (not too many calls per day)

Post office
At least once per week mail to be physically archived in the rented cabinet at office building
daily office building reception to send/scan/copy any notification addressed to Intel to different Intel owners
daily office building reception to inform FA of any post received addressed to employees personally.
Employees to pick up their post at office building reception or ask FA to forward it to them.

Shipments

Support EEs to manage domestic and international shipments, according to latest Policy
myDHL to login and use Italian domestic DHL account to prepare waybill labels and order pick-ups.
cooperate with Customs broker (DGF) to finalize import/export custom clearance documents and procedures.

Shipments - INTEL INTERNAL

**DHL Global Forwarding/ DHL Express**:
to raise annual POs by BU multiple cost center related to import customs activities/ domestic account
Documents archive procedure
Keep contacts with Client/JLL to manage JLL supplier to archive and manage Company documents, as required by Italian law.
Car penalties

Office building reception to receive hard copies of new car fines or claim for older fines via registered mail and forwarded to FA. FA to identify the driver to plate number.
FA to keep an updated payment tracker/ archive.
FA to forward the document to EE and ask for proof of payment
Client POC to keep an online tracker/archive

Car fleet manager support

Once per week mail to be physically archived in the rented cabinet at office building reception
Support for EHS/ HR
Keep compliance in terms of
mandatory trainings
ergo assessments
(check every month updated list of active Italy Employees,
organize and track mandatory EHS trainings for Employees, check training completion, collect and archive certificates online, organize ergo assessments for new hired
mandatory medical surveillance
PO / Finance

**Summary**:
support in case of claiming/reminder of overdue invoices and inform supplier about procedure to raise a ticket.
POC to issue P.Os, e-checks, keep trackers updated of raised P.Os, available funds on POs (DHL, DHL Global Forwarding) to avoid After the Fact invoices
Misc
FA to support POC in case of need to ship sim cards stored in office building reception cabinet and forward phone shipments received in office building reception
Employees virtual experience services
Organization of activities as requested by the BU. Organize and coordinate CS virtual experiences/events

**Additional Benefit**: organize and coordinate medical checkups as BU benefit every 2 years

PDL

Skills/Competencies
Pro-active and hands on - happy to support other Team members
Knowledge of Facilities Management processes preferable
IT Skills, Outlook, Excel, Word.
Professional, friendly, and welcoming attitude
Good attention to detail
Ability to show initiative
Excellent communication skills
Organizational skills and the ability to priorities a busy workload
Customer service background essential
Experience
experience of working within a high-profile corporate environment
reception or hospitality experience

Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to sh