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Position Overview

The WE&O assistant provides comprehensive administrative support across multiple functional areas including access management, financial operations, and facility management for JLL operations in HSBC account – Southern Area

Key Responsibilities

ACCESS CARD MANAGEMENT

• Raise staff ID requests for new JLL employees through HR Direct system

• Process staff access card applications via Share Point system after obtaining staff ID

• Coordinate with PS team for white card photo collection and staff card issuance

• Support weekend access requests for FM and EM teams at CTP and branch locations

• Obtain necessary approvals from designated managers for office and branch access

• Secure MSS, HSS, and GM Head approvals for restricted areas in MTP and Etown

FINANCIAL OPERATIONS

• Raise Purchase Orders on Fusion for 6-month utility estimates

• Process Good Receipt and coordinate with AP team for invoice submissions

• Download electricity bills and debit notes for Phu My Hung account

• Maintain summary tracker for admin costs and PO records on Share Point

• Obtain RES approval for semi-annual admin fee allocations

• Process building extra fees including AC-AHU overtime charges

• Coordinate annual chilled water and maintenance fee payments with MTP BMO

MAILING AND SUPPLY MANAGEMENT

• Raise Purchase Orders on Fusion for 6-month domestic mailing estimates

• Process monthly cost allocations from MTP and CTP receptionists by 22nd of each month

• Execute Good Receipt and coordinate invoice processing with VNPost

• Create Journal entries for Head Office cost allocations to other teams

• Obtain annual approval from CS team for quarterly office supply Purchase Orders

• Process catalog-based PO requests through vendors on Fusion system

• Maintain inventory records and tracking files for future procurement estimates

REPORTING AND DOCUMENTATION

• Create monthly, quarterly, and annual Journal entries on Fusion per RES requests

• Update monthly energy consumption data and CNZ KPI costs from CS files

• Upload monthly electricity and water invoices to JLL Share Point -> to be handed over to technical team

• Provide energy consumption updates to Engineering Manager and EM team -> To be Handed over to technical team

• Coordinate Monthly Accrual reports with FM team for RES submission

• Update overhead costs for Run.01, 02, 03 operations with FC and Admin teams

• Prepare forecasting reports as requested

PROJECT AND LEASING SUPPORT

• Process contract amendments and obtain RES Head signatures and stamps

• Coordinate document execution between HO and HCM branch locations

• Scan and distribute completed documents to CS team

• Manage hard copy distribution with tracking number coordination

• Maintain leasing document inventory and CS Chubb records

• Obtain signatures and stamps for project documentation

• Maintain comprehensive records of signed contracts, designs, and handover documents

FACILITY MANAGEMENT COORDINATION

• Create cleaning schedules with contractors including Pan, VFC, and BMO

• Notify all branches of general cleaning and pest control schedules

• Coordinate contractor access and scheduling requirements

BACKUP AND SUPPORT FUNCTIONS

• Provide backup coverage for Receptionist duties including mailing and visitor registration

• Support Finance Officer functions including Fusion system backup tasks

• Ensure continuity of operations during staff absences

Required Skills and Qualifications

• Strong organizational and time management abilities

• Proficiency in Fusion, Share Point, and HSBC E-travel systems

• Experience with Purchase Order processing and financial coordination

• Excellent communication and coordination skills

• Detail-oriented approach to documentation and record-keeping

• Ability to work independently and manage multiple priorities

• Experience in administrative support or similar role preferred

Working Relationships

• Reports to: WE&O Manager

• Key Stakeholders: CS team, RES team, FM team, Engineering Manager, AP team, various vendors and contractors

• External Contacts: Blue Sky travel, building contractors, utility providers, mailing services

Location:

On-site –Ho Chi Minh City, Vietnam

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