Job Description

Client/Stakeholder Management

Provide superior customer service to meet on-site client\xe2\x80\x99s expectations

Ensure prompt operation of the switchboard and that all phone queries are directed to the correct client staff/ team.

Maintain and update phone directory and phone systems as required.

Ensure that reception areas, including desk and seating areas are tidy and presentable

Meet and greet clients promptly and contact staff member via phone to advise of guest\xe2\x80\x99s arrival

Maintain brochures and ensure literature is kept up to date and are the most current edition

Book meeting rooms as requested

Ensure room set-ups are in place for training, conference calls, town hall meetings, etc.

Ensure rooms are stocked with appropriate supplies, as required (white board markers, pencils, pens, notepads, etc.)

Liaise with facilities to ensure that after-hours air-conditioning and lighting requirements are in place for after-hours functions

Ensure that Audio-Visual services are in place and the necessary preparations have been made and are in working order and provide assistance as required to ensure a smooth running meeting.

Process car parking booking requests for permanent and/or casual bookings

Assist staff and clients with taxi and transport bookings

Issue access cards, including entering into the system and handling any relevant paperwork

Collect and/or receive local and international courier deliveries, receipting in register and contacting relevant staff

Build and develop effective client / stakeholder relationships across multiple levels of the organization

On-site key point of contact for Facilities in the client\xe2\x80\x99s premises

Fulfil any ad-hoc requests promptly and efficiently to support the facilities team or (client) business

Ensure any faults or defects are recorded and reported to facilities team to ensure an outstanding client experience is maintained

Procurement & Vendor management

Ensure that all stationary, catering and supplies are maintained as required

Assist the facilities team in the management and induction of all contractors on site to ensure they perform to the required standards

Assist in the procurement of vendors and services as required

Finance Management

Ensure all invoices, as relate to the operation of reception and mailroom are appropriately processed and tracked

Assist in financial processes for facilities management team, to ensure that all financial management requirements are completed in a timely and accurate manner

Ensure prompt and accurate management of purchase orders in the financial system, as required

Health & Safety Management

This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.

Site Operation Management

Assist in the implementation of Industry Best Practice operations

Seek ways to constantly reduce costs and improve operational standards

Occupancy planning \xe2\x80\x93 assist with updating of seating plans and new joiner seat assignment as required

Maintain premises in neat and good working condition at all times

Assist with reporting and follow up of building management issues

Management of WHS including warden and first aid lists/ supplies

Maintain access control and key register, allocations and supplies, as required

Assist with facilities reporting and administration requirements

Risk Management

Assist in the implementation and management of the property risk management program

Support the implementation and monitoring of disaster recovery and business continuity plans

Follow established escalation procedures and incident reporting procedures

Adhere to Jones Lang LaSalle\xe2\x80\x99s business conduct by ensuring compliance with the firm\xe2\x80\x99s guidelines, procedures and strategies

Achieve Key Performance Indicators and Service Level Agreement targets for reception and support these targets for the facilities management team

Location:

On-site \xe2\x80\x93Kuala Lumpur, Malaysia

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Jones Lang LaSalle