JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
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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If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
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 shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
