Facilities Coordinator and Receptionist

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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.

Facilities Coordinator and Receptionist

Work Dynamics - Integrated Facilities Management

Facilities coordination, including arranging office equipment services (copier machine, dish washer, coffee machine etc), co-ordinate with landlord on air-conditioning services etc

• Reception services, maintain visitors log book and access procedures (issue and collection of visitor access cards / badges for employees and affiliates) to ensure optimal security access control & provide all mail collection (internal and external) and distribution services and activities.

• These shall include, but not limited to, collecting, receiving, sorting, packing, organization, delivery and sending activities, responding to Viatris’ employee inquiries and complaints, arranging speed deliveries, adhering to security policies and procedures, etc in the mail room.

• Responsible for handling incoming and outgoing calls including distribution of any messages.

• Receive, inform and guide visitors including co-ordination with client employees.

• Provide assistance in general administrative activities and any other duties as assigned by Facilities Management team

• Participate as a team member in responses to emergency situations for facilities matters Manage invoices, ensure commitment & payment records are maintained and that payments are received by vendors.

• Directing first-line complaints in regard to soft services to Facilities Management team

• Ensure compliance with all governmental regulations on behalf of the client.

• Assist AM to prepare monthly management report.

• Ensure effective completion of all incident reports.

• Assist AM on generating PO and Goods receiving

• Ensure compliance with Jones Lang LaSalle minimum audit standards

• Manage end user expectations and requirement. Obtain regular updates from supervisors (of soft services vendors) through weekly/daily briefings to have an overview of the operations of the site.

• Provide assistance to users as and when required.

Ideal Experience

• Pleasant Disposition

• Sound inter-personal skills /team player with client facing capabilities.

• Enthusiasm and willingness to learn/take responsibility Good PC literacy and proven ability to manage daily activities using various systems, including the internet, e-mail functions & all aspects of Microsoft Office.

• Good written & oral communication skills

• Well-organised

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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!

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