Receptionist

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

JLL empowers you to shape in a brighter way.    

Our people at JLL and JLL Technologies 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 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.    

What this job involves:  

The Facilities Assistant plays a pivotal role in providing authentic service experiences that bonds the relationship between JLL, our client, and their guests.  

As the first point of contact at Reception the Facilities Assistant is responsible for welcoming employees with genuine hospitality and thoughtful services. The Facilities Assistant maintain smooth operations by providing administrative support and execution of duties to the highest standards.  

What your day-to-day will look like:  

Client/Stakeholder Management  

• Provide superior customer service to meet on-site client’s expectations  

• To be attuned with customers, build and establish relationships with stakeholders  across all levels.  

• Foster a sense of community and create happiness at work for the team, the client  and their guest  

• Display tact and diplomacy in working and communicating with others/users  

• Foster a sense of community and create happiness at work for our team, our client and their guests 

• Share communications collaterals with the JLL team 

Mailroom Services 

• Responsible for receiving and sorting incoming mail and/or packages  

• Responsible for registering the mail and/or packages and set up SOP 

• Arrange pickup for outgoing mail and/or packages 

• Execute best practices 

Procurement & Vendor Management  

• Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)  

• Liaise and manage respective vendor to support the functionality of office space 

Finance Management  

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner  

Health & Safety Management  

• Conduct regular audits to ensure safety procedures on site are in place and working  

• Assist in carrying out safety procedures when needed  

External/Internal Visitor Management 

• Provide personable and efficient visitor registration services.  

• Ensure regulatory compliance in managing visitor access through clients Visitor  

• Management Systems (VMS)  

• Enhance safety and security of our client’s facility by management of visitor  

• movement.  

• Execute emergency response plan to ensure safety of client and guest when  

• necessary  

• Deliver concierge service with local expertise and insider knowledge.  

• Manage transportations request from visitors and employees 

Site Operations Management  

• Frontline and helpdesk for user services/experience  

• Assist in the implementation of Industry Best Practice operations 

• Always maintain premises in neat and good working condition  

• Organize and track activity status and details of multiple projects.  

• Maintain duplicate office keys in good order  

• Provide support for meeting room bookings where required  

• Provide support for client events where required 

• Coordinate the catering services where required 

• Assist to keep an eye for the workplace and ensure that the facility is a clean and  hygienic place to work in. 

• Ad Hoc responsibilities assigned by the Site Service Manager  

• Observe and report all incidents or suspicious activity to the Facilities Manager or  Client Security as appropriate for the circumstances and/ or as required by the site.  

• Prepare logs, documents and reports as required for the site and take action as  required.  

• Be a team player and work with other members of the team to meet all team goals and deliver performance excellence  

• Create a comfortable, welcoming and hospitable experience for employees and  

their guests  

• Boost agility in the workplace by managing up-to-date visitor information  

• Handle internal & external calls and correspondence.  

• Anticipate client needs through observation to create memorable experiences  

• Manage stationery requisition and related inventory management  

• Creating a welcoming environment for clients, (internal/external) customers by  providing authentic, caring and timely service  

Risk Management  

• Assist in the implementation and management of property risk management program 

• Follow established escalation procedures and incident reporting procedures  

• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the  firm’s guidelines, procedures and strategies  

• Achieve Key Performance Indicators and Service Level Agreement targets  

Firm First Mindset  

• Able to cooperate and work well with others to meet targets  

• Support the team effectively as and when needed  

• Proven ability to commit to flawless execution while complying with firm’s procedures and standards  

Client Focus & Relationship Management  

• Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviors and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer  

• Able to interact with the general client staff & vendors with ease  

• Ability to manage conflict and conflicting priorities  

• Demonstrates ability to work with vendors to deliver efficient services  

• Demonstrates proactive & professional approach to customer service  

• Has a customer-oriented attitude  

Desired or preferred experience and technical skills: 

Client Focus & Relationship Management 

• Demonstrates proactive & professional approach to customer service and stakeholder engagement 

• Ability to interact with a wide range of client staff, including senior levels 

• Ability to manage conflict and balance between client and firm requirements 

• Has a customer service-oriented attitude 

Project Management & Organizational Skills 

• Excellent planning & organizational skills to prioritize work and meet tight deadlines 

• Proven ability to manage multiple and complex operational matters on a daily basis 

Required Skills and Experience:  

• Min. bachelor's degree in facilities management, building, business or other related field &/or 1-2 years' experience in facilities, property management, hospitality or related field 

• Has experience working in industrial environment 

• Strong communicator, also an active listener 

• Passion for quality – has an eye for detail to make sure the best delivery of services 

• Self-motivated; confident & energetic 

• Ability to effectively deal with stressful situations 

• Flexible – able to adapt to rapidly changing situations 

• Goal-oriented – able to focus on meeting all performance targets 

• Is a team player – able to cooperate and work well with others to meet targets 

• Proven ability to initiate and follow through with improvement initiatives 

• Exhibits honesty & trustworthiness 

• Good English in reading, writing, listening and speaking 

Location:

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!

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For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“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 [email protected]. 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.