Facilities Administrator and Receptionist

Facilities Administrator and Receptionist

Join to apply for the Facilities Administrator and Receptionist role at JLL

The Facilities Administrator and Receptionist serves a dual role, managing day-to-day facility operations while also being the first point of contact for visitors and employees. This position requires excellent organizational skills, professional demeanor, and the ability to multitask between facilities management and front desk responsibilities to create a welcoming, well-functioning workplace environment.

Responsibilities

• Front desk: receive, inform and guide visitors, coordinate with client staff, maintain visitor log, and update monthly contract lists.
• Manage the Front Desk area: maintain the front office, reception area, and all meeting/conference rooms; ensure cleanliness, presentability, and compliance with client requirements.
• Provide directions to the Facility Team and other supporting functions; offer assistance to visitors and clients at the counter; greet and welcome individuals; address inquiries and ensure positive interactions.
• Direct clients to appropriate personnel or departments; maintain a helpful and approachable demeanor; handle immediate visitor concerns.
• Keep the counter area organized and presentable; collaborate with team members to enhance customer service.

Phone Calls

• Manage day-to-day incoming and outgoing calls; maintain telephone registers and switchboard operations.
• Manage Facilities Request Calls and contribute information for inclusion in the Monthly Report to the client.

Logistics & Mail Room

• Manage day-to-day incoming and outgoing mails (local and overseas); record all mails and submit Monthly Reports to the client.
• Receive, sort, and distribute mail/goods deliveries including couriers; manage stationary inventory and place replenishment orders; track usage.
• Manage cleanroom consumables, ordering and usage tracking; organize stationary storage and conduct regular inventory audits.
• Coordinate with vendors for timely delivery of supplies; maintain records of inventory and implement efficient logistics processes.
• Collaborate with relevant teams to address inventory needs and ensure smooth operations.

General Administrative Activities & Office Operation

• Manage client Recreation Card and supply of toners for photocopiers; provide general administrative support (ordering office supplies, etc.).
• Assist with visitor support, workshops, and company events; maintain stock inventories; oversee general office operations.
• Provide monthly reports to the client; perform ad-hoc administrative duties; manage access control and security procedures.
• Support facility-related tasks such as coordinating repairs and events; handle data entry and filing; keep track of office equipment and arrange maintenance.
• Collaborate with various departments to ensure smooth operations and maintain accurate records and documentation.

Requirements

• At least 2 to 3 years of experience in a similar role in a corporate environment.
• Good communication skills for interfacing with executives; ability to present a professional corporate image.
• Basic knowledge of MS Office (PowerPoint, Excel, Word).

Professional & Communication

You are able to carry yourself well and present a professional and friendly corporate image to clients. You can interact confidently with all levels of the organization and learn new systems quickly. You communicate well with senior leadership and stakeholders.

Job Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Management and Manufacturing

Note: This job description contains responsibilities and qualifications relevant to the role as listed by the employer.

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