Job Description

What this job involves:

Serving on the front lines of customer service

Are you a people person who can make daily interactions such a breeze?

In this role, you\xe2\x80\x99ll be in charge of one of the busiest places in the office\xe2\x80\x94the front desk. Constantly on the go, you\xe2\x80\x99ll give our visitors a warm welcome, and guide them and our employees along the way. In other words, you will set the benchmark in giving our company a good first impression.

Throughout the day, you will also handle all incoming and outgoing calls, including distribution. Therefore, it is essential to remain professional and polite in the way you present yourself, from appearance to behaviour.

Your responsibilities will include but not limited to:

• Managing E-Fit tickets
• Manage conference room bookings, move meetings, and change schedules
• Assist in organizing and coordinating events
• Help in administrative activities relevant to the Facilities\xe2\x80\x99 Operations
• Reporting faults and problems to the facilities Operations team
• Manage supplies and stock levels for Facilities Operations
• Update and maintain records and data as necessary for Facilities Operations
• Maintaining accurate documentation and processing ad hoc requests
• Assist to ensure that all works conducted by the term contractors regarding all soft services fulfilled the quality standards and KPIs.
• Collate all maintenance schedules pertaining to soft services and submit them to the Assistant Facilities Manager prior to the actual works for vetting and approval.
• Keep records of all the submissions provided by the term contractors and ensure alignment with the Employer\xe2\x80\x99s building safety policies and house rules.
• Ensure all vendor\xe2\x80\x99s service checklists and/or job completion forms are fulfilled and completed to satisfaction by the term contractors and endorsed on service reports.
• To maintain the expense tracker.
• Actively liaise with Employer\xe2\x80\x99s Finance & Accounting Department for accruals and other accounting matters.
• Handle all Finance -related works assigned e.g., raise PO, submit, and process invoices/credit notes, retrieve invoices, and deal with Finance representatives to check and update on the payment status, etc.
• Handles aircon extension billing, carpark season applications, and other operation administrative matters
• Assist the mailroom admin with the daily operations
• All other duties as assigned by the Assistant Facilities Manager in their absence

Bringing enhanced comfort and efficiency to the office

How can you help make employees and visitors alike love our office? You\xe2\x80\x99ll do so by arranging for regular preventative maintenance and repairs for our facilities. Scheduling for regular cleaning services and ensuring all office equipment are in good working order are a few of the tasks you\xe2\x80\x99ll do to spruce up the office.

You\xe2\x80\x99ll keep an eye out for potential emergencies and carry out steps for managing such situations. You\xe2\x80\x99ll also perform established escalation and incident reporting procedures should such an event take place. Being on the lookout for opportunities to reduce costs and improve our operational standards should also come instinctively to you.

Blending security and hospitality

How important is security to you? Security is a tall order and calls for an all-hands-on-deck approach. As such, we are always on the lookout for people for whom attention to security details comes naturally. In this role, you\xe2\x80\x99ll help give an extra layer of protection by doing regular checks of our CCTV systems to review the need for maintenance and repairs. You\xe2\x80\x99ll oversee visitor access\xe2\x80\x94clients, contractors, vendors\xe2\x80\x94and maintain logs and filing work of such information on a regular basis. You\xe2\x80\x99ll not only be the \xe2\x80\x9cgatekeeper,\xe2\x80\x9d but also the \xe2\x80\x9cface of JLL,\xe2\x80\x9d acting as a back-up receptionist as needed.

As you perform a juggling act between helping safeguard our premises and giving a warm reception to our guests, you\xe2\x80\x99ll be working closely with our security guards, receptionists and tea attendants, overseeing them and ensuring they carry out all work to a high standard.

Keeping stakeholders engaged

Every business aims for client satisfaction\xe2\x80\x94but we take it up a notch! If you can take in the same passion for looking after our relationship with all our stakeholders\xe2\x80\x94management, clients, vendors, landlords\xe2\x80\x94we\xe2\x80\x99ll be more than happy to work with you. Because in this role, you\xe2\x80\x99ll be a vital element in keeping our communication lines with them open and strong. One way to do so is to ensure everyone follows the established key operating procedures to achieve standards. Another way is to schedule regular meetings to understand stakeholder\xe2\x80\x99s needs.

Being at the heart of the business

Maintaining and updating records and database are also part of your basic daily routine. These include telephone registers, call tracking and client contacts. Much of your time will also be spent on general admin activities and other help desk tasks. Working at JLL, you should constantly keep in mind that you are working in compliance with our regulations.

Other responsibilities you will take care of include contributing to the monthly management report for the client and participating in emergency evacuation procedures. On top of these, you\xe2\x80\x99ll be expected to develop policies and procedures needed for all functions in the reception. As needed, you\xe2\x80\x99ll also take part in managing conference rooms, events, flower arrangement coordination, and others.

Sound like you? To apply you need to be:

A highly skilled professional

You should be a graduate in any discipline and have one to five years\xe2\x80\x99 experience in front desk management or reception. Proven experience with continuous improvement initiatives and client reporting is also vital for this role. If you\xe2\x80\x99re familiar with occupational safety requirements matched with strong computer literacy and the ability to manage activities using different systems, then you might be the best fit for this job.

A client service champ

A strong customer service focus is a pre-requisite of this job. Do you have unmatched people skills that can help you ease your interactions with a wide range of client staff\xe2\x80\x94regardless of their level\xe2\x80\x94and their demands? An outstanding multitasking talent also provides a perfect complement to your skill set.

Smart

Do you have more than two years\xe2\x80\x99 experience in facilities management? Are you driven by service excellence? Are you knowledgeable in budgeting and facilities security? We\xe2\x80\x99d love to speak with you!

Articulate

Excellent communication skills are vital\xe2\x80\x94both spoken and written\xe2\x80\x94as we\xe2\x80\x99ll expect you to work independently in cascading high-level communications and boosting staff/client satisfaction. And if you know both the English and Chinese languages, that would be super! If you think you possess all these, then let\xe2\x80\x99s work together and explore opportunities.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

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Jones Lang LaSalle