Facilities Assistant

About the role

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.

• Shaping the future of real estate for a better world
• At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.
• We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.
• JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.
• What this opportunity involves

A Facilities Assistant role supporting a Global Financial Services client, delivering integrated facilities management (IFM) services across workplace operations, customer experience, vendor coordination, and administrative support within a corporate environment.

An overview of the role

This hands-on role supports the successful delivery of IFM services, ensuring workplace operations run safely, efficiently, and professionally, in line with contractual obligations, operational standards, KPIs, and workplace experience expectations.

You will work collaboratively with internal and external stakeholders, service providers, contractors, and workplace teams to maintain a safe, seamless, and high-performing workplace environment across both front-of-house and back-of-house operations.

What your day-to-day will look like

Facilities Operations and Workplace Experience

• Support the day-to-day operation, presentation, and functionality of the workplace across front-of-house and back-of-house environments, ensuring a safe, professional, and high-performing office experience.
• Maintain workplace areas, including reception spaces, meeting rooms, kitchens, utility areas, collaboration spaces, storage rooms, and office amenities, to agreed operational and presentation standards.
• Assist with workplace logistics, including workstation moves, furniture setups, operable walls, locker coordination, signage support, pantry services, hospitality support, and workplace readiness activities.
• Provide flexible operational support across reception, concierge, workplace services, and back-of-house functions as required.

Mailroom, Administration and Operational Support

• Coordinate incoming and outgoing mail, courier services, freight deliveries, registered mail, and archiving, while maintaining accurate records and documentation.
• Support procurement, stock management, purchase orders, invoice processing, workplace records, service documentation, and replenishment of consumables and office supplies.
• Provide day-to-day administrative and operational support to the Facilities Management team, including service request coordination, vendor follow-up, and operational communications.

Meetings, Events and Workplace Technology

• Support meetings, training sessions, and workplace events, working closely with the Client Service Supervisor on room setup, catering coordination, and workplace readiness.
• Provide first-level support, in coordination with the onsite AV team, for workplace technology and collaboration tools, including meeting room systems, Microsoft Teams, Zoom, hybrid meeting functionality, visitor management systems, and room booking platforms.
• Help maintain meeting rooms, collaboration spaces, and client-facing areas so they remain operationally ready and aligned to workplace experience standards.

Vendor Coordination and IFM Service Delivery Support

• Support delivery of IFM services by coordinating vendors, contractors, and workplace service providers across operations and service delivery activities.
• Assist with contractor access, onsite coordination, maintenance follow-up, service requests, and vendor scheduling, while monitoring outcomes and escalating issues as required.
• Support audit readiness, operational compliance activities, and continuous improvement initiatives aligned to contractual and operational requirements.

Safety, Security and Compliance

• Support workplace health, safety, security, emergency preparedness, and compliance activities in accordance with company, client, and regulatory requirements.
• Conduct workplace inspections, identifying, reporting, and escalating risks, incidents, hazards, maintenance concerns, and compliance issues in a timely manner.
• Support contractor compliance processes, visitor management procedures, Fire Warden responsibilities, evacuation procedures, and workplace safety initiatives where required.

Operational Reporting and Site Support

• Support the Facilities Site Lead and site team with operational coordination, workplace reporting, KPI/SLA tracking, administrative support, and service delivery follow-up.
• Maintain accurate operational records, including service requests, inspections, incidents, workplace logs, stock levels, and vendor activities, to support audit readiness, compliance, and reporting requirements.

Operational Performance and Continuous Improvement

• Deliver workplace and facilities services in accordance with agreed KPIs, SLAs, operational procedures, and client expectations.
• Demonstrate flexibility, accountability, teamwork, and a continuous improvement mindset while supporting evolving workplace and operational needs.

Sounds like you? This is what we are looking for

• Experience in facilities, workplace operations, administration, hospitality, reception, concierge, or customer service within a corporate environment.
• Experience supporting front-of-house and back-of-house operations, including vendor coordination, service requests, meetings/events, mailroom, and workplace logistics.
• Strong customer service, communication, stakeholder management, organisational, and administrative skills, with the ability to manage competing priorities and work independently.
• Understanding of workplace health, safety, security, contractor management, and operational compliance requirements.
• Proactive, adaptable, and team-oriented, with the flexibility to support evolving workplace and operational needs.
• Experience within an IFM or corporate workplace environment, including workplace technology, hybrid meetings, hospitality, or event support, is advantageous.
• Fire Warden and/or First Aid certification, or willingness to complete the required training, is advantageous.

Benefits

• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Paid time off for volunteer work
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

What you can expect from us

• You'll join an entrepreneurial, inclusive culture.
• One where the best inspire the best.
• Where like-minded people work naturally together to achieve great things.
• Join us to develop your strengths and enjoy a fulfilling career full of varied experiences.
• Keep those ambitions in sight and imagine where JLL can take you.

As an organisation, we don't just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

• Interested candidates, please apply following the link below quoting job reference number REQ547199.
• Location: On-site -Perth, WA

Job Tags

• Budget Administration, Calendar Management, Confidentiality, Event Management, Microsoft Outlook, Multitasking, Non-Disclosure Agreements, Prioritization, Ticketing Software, Travel and Expense Management, Vendor Management
• 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.