Business Support, Facilities Support

Facilities Coordinator and Receptionist

Space & Asset Management

• Maintain asset registers and track office equipment and furniture
• Oversee overall facilities operations and strategy for the office/portfolio with office layouts and floor plan updates
• Lead space planning initiatives, workplace optimization, and utilization analysis with moves/adds/changes
• Develop and implement facilities policies, procedures, and best practices

Vendor Management

• Manage vendor relationships and negotiate service contracts
• Oversee multiple service providers (cleaning, security, maintenance, landscaping, pest control)
• Conduct vendor performance reviews and ensure compliance with SLAs
• Manage facilities budgets and cost optimization initiatives

Maintenance & Operations

• Coordinate building maintenance, repairs, and reactive issues
• Conduct regular facility inspections and safety checks
• Manage access control, keys, and security systems
• Oversee pantry supplies, office supplies, and consumables
• Oversee preventive and reactive maintenance programs
• Coordinate major building projects, refurbishments, and fit-outs
• Manage building systems (HVAC, electrical, plumbing, fire safety)
• Ensure business continuity and emergency preparedness

Health & Safety

• Maintain first aid supplies and safety equipment
• Ensure compliance with local regulations, building codes, and JLL standards
• Conduct risk assessments and implement safety improvements
• Manage incident reporting and corrective actions
• Coordinate fire safety drills and emergency response procedures

Administrative Support

• Process facilities-related invoices and purchase orders
• Maintain facilities documentation and records
• Support office events and setup requirements

Receptionist Front Desk Operations

• Greet visitors and manage visitor registration/sign-in process
• Issue visitor passes and notify employees of guest arrivals
• Answer and direct incoming calls professionally

Administrative Support

• Manage meeting room bookings and ensure rooms are prepared
• Handle incoming and outgoing mail, courier services, and package deliveries
• Maintain reception area cleanliness, presentation, and organization
• Update reception displays, signage, and communication boards

Office Support

• Coordinate catering orders for meetings and events
• Manage office supplies inventory for common areas
• Support access card issuance and management

Communication

• Serve as first point of contact for office inquiries
• Relay messages and communications to appropriate staff members
• Maintain visitor logs, contact directories, and emergency contact lists
• Coordinate with building security and management as needed

Event Support

• Assist with office events, town halls, and special functions
• Support room setup and breakdown for events
• Coordinate guest lists and RSVPs for office functions

Ad-hoc Duties

• Provide general administrative support to the facilities team
• Assist with office events and special projects as needed
• Support health and safety protocols (temperature checks, health declarations if required)