Facilities Coordinator Receptionist

3 months ago

Kuala Lumpur, Malaysia JLL Full time

JLL supports the Whole You, personally and professionally.

**What this job involves**:
Providing onsite support
You will be the upper facilities management’s trusted right hand on all facilities-related activities. You’ll do this by performing routine site inspections to ensure all building processes and best practices are implemented and maintained.

Where can processes be improved? How can we save costs? These are questions that will be at the forefront of the team’s thinking. You, too, will always have an eye on this, contributing suggestions as they arise.
You’ll also lend the team a big hand by providing admin support including front desk receptionist duties, basic housekeeping, and vendor coordination. Also, part of your job scope is to hit the client's key performance indicators and meet service level agreements as per the client agreement

Meeting the clients’ facilities needs
At JLL, we put client satisfaction at the front and center of everything we do. If you share our values, we will be more than happy to work with you. In this role, you’ll be responsible for working closely with clients and vendors on-site to identify their facility-related enquiries and requirements. Your planning and budgeting skills will also be vital to the job, as you’ll take part in the procurement of vendors and services from time to time.

Making everyone safe and risk-free
Do you value workplace safety? If so, you’ll be a perfect fit for the job. In this role, you will assist to ensure everyone’s health and safety by keeping safe work procedures in place and in order. You’ll also be expected to carry out these procedures, as needed.
At the same time, this role puts you on the first line of defense against risks. As such, you will help implement and manage risk management programs, disaster recovery, and business continuity plans. You’ll also be expected to follow escalation and incident reporting procedures and comply with the firm’s guidelines and strategies.

Building great impressions and experience
You’ll be the face of JLL—that’s why creating a welcoming yet professional image of the
company is vital to your role. As our stakeholders’ first point of contact, you should make
them identify immediately that we are the kind of company they would want to do
business with. Therefore, you must demonstrate high levels of customer service and
integrity, especially in handling enquiries, issues and complaints.

Keeping a well-oiled workplace
Together with the facilities management team, you’ll help ensure that clients, vendors
and employees enjoy a safe and positive experience. You’ll be trained to follow escalation
and incident reporting procedures, and comply with the firm’s safety guidelines and
strategies.

**Your responsibilities also include, but are not limited to**: booking meeting rooms;
managing office supplies inventory; handling paperwork on maintenance-related
activities; and updating the phone directory and company brochures. You’ll also be
expected to assist the facilities management team in overseeing contractors on-site and
finding vendors and services.

Office utilization data compilation & entry into tracker
Electricity/Water/Space Occupancy data
Waste management
Pantry consumables in/out tracker
Locker & cabinet tracker
Assisting for PO/DO/Invoice, maintaining files and reports and all other facilities related files.
Other assigned administrative tasks

Inventory Management
Manage stock take for goods in and out (Sundries / Stationery / First Aid Item)
To inspect for all the first aid box once a month (physically)
Ensure all consumables items are being tracked and replenished on daily/weekly/monthly basis
Obtain quotations from approved vendor list (Pantry items/ first aid/ Stationeries item)
To follow up closely with vendors regarding the delivery timeline & process
Stock count & reporting of goods on monthly basis

Workplace coordination
Floor ambassador floor walk
Event or meeting coordination requested by client.
Engaging with clients for the feedback on facilities and daily operation works.
Assisting to send the work permit to building management
Other ad-hoc request from client

Client onboarding support
Prepare the starter pack for the new joiners
Keep track & reporting on starter pack inventory

**Sound like you? To apply, you need to be**:
Knowledgeable and experienced
You should have at least 12 months of experience in a corporate environment,
particularly in reception and administration. An experience in facilities, property management, hospitality or
related field is ideal will go a long way.

A positive thinker and strong communicator
Are you a confident, energetic and customer-oriented? Can you interact with stakeholders
across all levels? A great match for this job would be someone who has good presentation skills, approachable manner as well as
superb written and good communication skills.

Organisational and professional
You should know how to rem

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