Facilities Admin and Receptionist

JLL supports the Whole You, personally and professionally.
Facilities Admin and Receptionist
Work Dynamics, Oracle Account
Back-up Receptionist will undertake and be proficient in administrative duties that will include but not be limited to:
Mail/ parcel incoming/ outgoing deliveries, internal distribution, and communications to users
Mails and newspaper management
Meeting room bookings and visitors’ registration
Reception and visitor management
Badge management
General enquiries
Answering and screening Incoming calls
Ensuring reception desk is covered at all times
Cheques received to be updated in excel sheet
Arrange monthly courier for deposited cheques
The Receptionist is generally the first point of contact for visitors, users, and vendor personnel. That ever-present welcoming smile and greetings is the start of the great Workplace Experience for visitors and regulars alike. Receptionist needs to portray Professionalism and Demeanor: Maintaining a consistent professional, friendly appearance, and workspace environment.
Facilities Admin will undertake and be proficient in administrative duties that will include but not be limited to:
Day to day operations in handling requests and resolving issues.
Respond to critical equipment alarms during non working hours.
Daily site walk to check for any facilities defects and ensure all equipment is in good working condition. All stationeries topped up and available.
All documents properly recorded and filed.
Ensure all service requests are promptly communicated and attended to (Priority)
Be on top of all the meeting rooms requests and set up according to the users instructions. AV and audio equipment are set-up, tested and in working condition before user starts
Ensure asset retirement process had been properly executed
Ensure lockers, cabinets and pedestals had been properly recorded and managed
Request of Digital signage to be uploaded at the various locations
Vendor work permits including safe work method statements, Risk assessment and service validation submitted to building for approval.
Arranging servicing/ maintenance of vendors for equipment. Communications for the PTW and required documents.
Consumables inventory management which includes stationeries, pantry, and barista supplies
Purchasing of material, equipment & supplies
Monthly Printer meter readings and submit to portal. Erase resigned employees from the printer record.
Create new hire mail slot and retrieve resigned employees mail slot.
An important aspect of your role is to understand the status of the offices and facilities, for which you will often be taking floor walks to inspect the condition of the building.
You will be responsible for room set-ups and booking, and managing Service Request tickets through the platform.
You will be working with vendors for the supply of goods and services, receiving and inventorying stationary items, pantry items and spares such as toner cartridges and light bulbs. You will be sure to check all incoming deliveries for accuracy and to document the receipt of such goods. For vendor services, you will confirm the operatives present their Safe Work Method Statements and you will escort them to the area of work, registering the names and attendance hours. You will not be required to inspect and validate their work if the work is specialized.
Part of your job scope is to hit key performance indicators and meet service levels required. This is on top of Meeting the clients’ facilities needs, Making everyone safe and risk-free, Be a Team Player & Be Client Focused.
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspective