Facilities Administrator

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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 Administator

Work Dynamics - Integrated Facilities Management

Reception Job Description:

The reception team provides a critical function within the organization. They are the first point of contact for our guests. These first impressions are key to setting the scene for a positive office human workplace experience, delivering world-class and seamless customer service.

Call Management

• Receiving, fielding and re-directing internal and external calls

Guest Management

• Welcoming all visitors to the office premises.

• Notifying departmental EA’s and/or meeting host of their guest’s arrival

• Coordinating with building lobby and other reception desk

• Coordinating with Dining Services team as and when needed / arranging catering for local meetings / events

• Creating and running daily reports from EMS / Book-It

Conference Room Management

• Proactively managing bookings and resolving meeting room conflicts via EMS /Book-It system

• Liaising with other IT and Global Corporate Services (GCS) functions to ensure meetings run smoothly

• Performing daily room checks of all conference rooms; reporting any issues by creating tickets and monitoring until issues are resolved

Office Premises Knowledge

• Receptionists will need to gain an understanding of so they are able to engage in passing conversation with guests or when fielding questions from callers

Receptionists must become adept at recognizing key business unit leaders and corresponding EAs and learning any preferences in relation to call forwarding or guest greeting, escorting and delivery.

Physical Reception Areas

• Ensuring the reception area is pristine, clean and tidy at all times

• Reporting facilities issues (e.g., broken / worn furniture, blown light bulbs, dirty floors, carpets, walls etc.) immediately. Raising tickets, and following up until these items are resolved

• Ensuring newspapers, magazines and publications are current and neatly displayed

• Ensuring wardrobes are empty of debris, and free and clear to accept guests’ coats and luggage

Facilities Administrator responsibilities:

• Assist with office relocation project

• Assist with the events in the office

• Mail / print services (including stationary inventory management)

• Subscription services

• Courier management

• Physical Records Management

• Facilities Management requests and FM ticket creation and tracking ensuring tickets are actioned and closed

• Pantry services management

• Security requests and monthly access report management

• Expenses and Invoice Management (Finance)

• BMO & cleaning requests, pest control, M&E services

Qualifications:

• Excellent communication skills (both oral and written)

• Proven track record on a busy reception desk with exceptional attention to detail

• Excellent organizational and multi-tasking skills with the ability to prioritize tasks

• Courteous and cooperative

• Able to work independently

• Client-oriented and exceptional customer service skills with the ability to anticipate requests

• Honest and discreet

Location:

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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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 contact us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page > I want to work for JLL.