Receptionist (Fixed Term)

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 youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Responsibilities:

• Coordinate with retail/branch stakeholders to address site inspection outputs and building risk actions ensuring updates are recorded on central tracking systems.
• Collaborate with the distribution support team to cascade details of mobile/visiting supply chain personnel to the retail/branch network.
• Engage with landlords to address building-related impacts inspection requests and coordinate consents and access/maintenance permits.
• Update internal environmental reporting with saving plans and sustainability/CNZ reports from central business intelligence dashboards.
• Track and manage budget approvals in accordance with specified financial processes.
• Maintain the parking allocation database and act as a CS liaison with Physical Security for assigned car parking allocations.
• Process and code network utility bills engage with utility providers for queries and ensure proper invoice coding.
• Coordinate and communicate with the retail/branch network to ensure effective progress and completion of scheduled fire/safety drills.
• Collaborate with the retail/branch network to maintain the availability and application status of Emergency Response Plans.
• Coordinate health and safety (H&S) inquiries and requests between the retail/branch network and CS health and safety manager and provide necessary liaison support as guided.
• Coordinate with appointed consultants regarding the status of building statutory permits until permits are issued and received.
• Maintain H&S notice boards ensuring compliance with internal policies and guidelines.
• Liaise with appointed training providers to schedule health and safety training manage payment coordination and ensure timely certificate issuance.
• Serve as an interlink between selected project frontier teams and the retail/branch network reporting progress on execution of project requirements.
• Follow up on payments with H&S suppliers vendors and service providers internally.
• File H&S documentation training certificates logs and reports ensuring timely soft copy backups
• Update branch network emergency response team sheets identify training gaps and maintain up-to-date records.
• Update fire drill trackers based on conducted drills throughout the portfolio.
• Attend meetings with the H&S Manager prepare meeting minutes and manage the attendee logbook.
• Prepare meeting minutes for Safety Committee Meetings and ensure proper documentation.
• Maintain active and up-to-date Labour Office Health and Safety Checklist documentation as directed by the CS health and safety manager.
• Support preparation of Civil Defence Letters and issuance following internal signatory and stamping. Supporting compilation of required documents training and subsequent follow-up with the relevant consultants until license issuance.
• Engage with relevant internal stakeholders to collate evidence for business engagement and internal audits.
• Collaborate with internal stakeholders to ensure retention of CS assets/equipment from outgoing employees.
• Upload relevant documents to specified intranet locations.
• Engage with the retail/branch network to record track and progress assigned internal H&S actions.
• Perform other administrative and support tasks as required.

Job Requirements and qualifications

The role holder will receive guidance on policy and standards from H&S FM and Portfolio Managers.

• Proficient in English and local language
• Computer literacy (word processing excel sheets spreadsheets and database applications)
• Excellent oral written and interpersonal communication skills
• Excellent listening skills and attention to detail
• Maintain document control and data integrity.
• Ability to adapt in a dynamic and fast-paced environment.
• Ability to work in a high-volume fast paced environment
• Time management and organizational skills.
• Good decision-making skills and proven ability to deliver accuracy.
• Experience in related position

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If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table!

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