Finance Administrative Assistant

Finance Administrative Assistant / Facilities Coordinator

Essential Functions:

Directly support the JLL Facilities team with on-going facility and team related responsibilities, including, but not limited to:

Assist with budgetary requests, analysis and reporting, to include monthly/quarterly/annual reporting appropriate for the client.
Act as a liaison to Jones Lang LaSalle finance team and other account team members
Assist with researching, analyzing and reporting budget variances
Work with team members to identify and respond to any financial or budgeting related issues
Helps support facility specific cost savings targets to contribute to the account achieving savings goals
Supports requests associated with Jones Lang LaSalle Management, Operations and Financial audits
Assists with the coordination and scheduling of maintenance activities by way of issuing/dispatching work requests and purchase orders to maintenance staff, vendors or other services providers and timely execution/closure thereof.
Assists management and staff with reporting, budgeting, financial systems, purchasing as necessary.
Provides facility specific assistance to the project management team as needed or requested
Reads and understands the applicable Service Level Agreements, helps achieve favorable Key Performance Indicators scores on the client satisfaction surveys.
Seeks to continuously improve processes, systems and overall client satisfaction
Submit expense reports as needed.
Ensure all JLL Contractors are compliant with ISNetworld requirements.

SKILLS

Superior customer service skills and orientation
Ability to maintain professionalism at all times under stressful situations
Ability to plan and manage work under time constraints
Ability to multitask and work without direct supervision
Proficient in MS Office, and possess strong written, verbal and people skills
Strong organizational skills and collaborative style needed.
Assist in the development and management of capital budgets.
Support the Facility Management team in the implementation of short and long-term projects for the client.
Ensure compliance with Jones Lang LaSalle minimum audit standards.
Assist in the development and management of the detailed, zero-based annual operating budgets for each building in your territory.
Develop monthly/quarterly variance reporting on all operating budgets for each property on a timely basis.
Manage the maintenance of existing contracts.
Collaborate with account Sourcing team on national and regional sourcing opportunities to define scope, coordinate supplier walk-through, and manage national and regional supplier performance at property level.

Required Knowledge, Skills and Abilities (KSA)

Knowledge of accounting and building systems helpful • Strong organizational and management skills
Excellent communication skills
Computer proficiency
Ability to multi-task and effectively organize responsibilities to achieve portfolio goals and objectives