Facilities Executive and 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 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.

What this job involves:
1) Provide support on handling visitor management and access to staff using the global visitor management system plus coordinating with Corporate Security/Badge Team on access
2) Assists in the procurement Of supplies and services as required
3) Provide support in conducting site inspections and assessments prioritizing meeting the customer needs and daily expectations
4) Help to maintain premises especially reception counter and reception area neat and in good working condition at all times
5) Oversee event management room bookings calendar invites and assist with basic IT troubleshooting (AV/VC)
6) Coordinate with pantry staff to ensure the pantry office and other supplies are always in stock
7) Provides support to the FM Team in handling and attending to inquiries on space management and seat allocations
8) Achieve KPI and SLA targets
9) As needed assist in the management Of all contractors on site to ensure they perform to the required standards

Additional scope:

• Meet and greet visitors and customers register visitors into site and provide general Amazon telephone answering and call transferring services. Answer the general access phone line professionally responding to general questions inquiries and transferring calls as needed. As assigned support the conference room scheduling and helpdesk services.
• Maintain the front desk and lobby areas in a neat and organized manner and in compliance with all governing codes and regulations.
• Project a highly professional manner at all times representing client in a positive fashion. Comply with all client dress-code guidelines.
• Contact the appropriate client employee to meet their visitor(s) in the lobby. Ensure building specific access processes and policies are enforced.
• Respond to inquiries from internal and external customers regarding such information as: locations of offices/rooms local services and local amenity information.
• Receive incoming accountable deliveries (i.e. Fed Ex UPS etc.) and facilitate the distribution of deliveries to the proper department locations and customers through the mail services function. This service mainly applies to regional offices where reception handles mail services as well. Where a shipping and receiving service exists redirect all deliveries to the shipping and receiving area.
• Arrange for local taxi service and courier pickups as requested.
• Contact security immediately for all types of security breaches and problem situations.
• Initiate emergency procedures as warranted and consistent with assigned location emergency response guidelines.
• Perform ongoing administrative support functions as time and skill level permits.
• Maintain client confidentiality at all times.
• Receive and distribute mails/parcel/documents as needed.
• Maintain and distribute location phone lists.
• Maintain visitors log and issue visitor badges.
• Adhere to client safety security and emergency response procedures when threatening calls are received (i.e. bomb threat etc.)
• Receptionist personnel will notify regional security or local authorities if an emergency situation should require escalation.
• Work with Building Management for security forms visitor lists and vendor coordination
• Handle UGV & BOLO processes.

Building great impressions and experience
Youll be the face of JLLthats why creating a welcoming yet professional image of the company is vital to your role. As our stakeholders first point of contact you should make them identify immediately that we are the kind of company they would want to do business with. Therefore you must demonstrate high levels of customer service and integrity especially in handling enquiries issues and complaints.

Keeping a well-oiled workplace
Together with the facilities management team youll help ensure that clients vendors and employees enjoy a safe and positive experience. Youll be trained to follow escalation and incident reporting procedures and comply with the firms safety guidelines and strategies.

Your responsibilities also include but are not limited to: booking meeting rooms; managing office supplies inventory; handling paperwork on maintenance-related activities; and updating the phone directory and company brochures. Youll also be expected to assist the facilities management team in overseeing contractors on-site and finding vendors and services.

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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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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 . 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.