Reception / Facilities Coordinator

You will be reporting to the Regional FM and Your Responsibilities are:

• Provide high standards of front desk service, telephone and email communication.

• Responding to inquiries and resolving issues promptly

• Attend to employee inquiries and concerns regarding facility issues.

• Ensure all requests are timely met.

• Ensure the reception area, common spaces and meeting rooms are tidy and hazard free.

• Build relationships and be the JLL go-to person for stakeholders, associates, landlord and client.

• Ensure Client & stakeholders satisfaction through excellent facilities management as well as plan & support workplace engagement activities.

• Provide event & meeting room setup and catering requests support.

• Manage stationery & pantry supplies.

• Daily mailbox check. Liaise courier service.

• Create Work Orders (Corrigo platform). Ensure all Work Orders are sent out, closed and verified within SLA time frame.

• Complete monthly site inspection & vendor meeting (one per month) as assigned in Corrigo.

• Generate Monthly Operations Report.

• Manage Finance, PPM (52 weeks) and Operation trackers: ensure details are accurately updated and current.

• Ensure all EHS documents and vendors’ relevant documents are valid and facilitate the submission of vendors’ Permit to Work for client & landlord’s approvals.

• Ensure vendors are compliant with JLL & client procurement processes and regulations as well as agreed contract.

• Ensure all contracts are monitored for validity and followed up accordingly.

• Procurement of ad hoc services or items when required.

• Work closely with JLL regional finance team on monthly accruals and budget management.

• Maintain a safe and secure workplace according to stipulated HSSE guidelines. Attend monthly EHS catchup meetings.

• Ensure escalation procedures and incident reporting procedures are implemented and maintained.

• Support client audits with accurate JLL facilities related documentation.