Facilities Administrative Receptionist

2 months ago

Kuala Lumpur, Malaysia JLL Full time

JLL supports the Whole You, personally and professionally.

**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’ll be in charge of one of the busiest places in the office—the front desk. Constantly on the go, you’ll 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’ 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’s building safety policies and house rules.
Ensure all vendor’s 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’s 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.
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’ll 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’ll do to spruce up the office.

You’ll keep an eye out for potential emergencies and carry out steps for managing such situations. You’ll 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’ll help give an extra layer of protection by doing regular checks of our CCTV systems to review the need for maintenance and repairs. You’ll oversee visitor access—clients, contractors, vendors—and maintain logs and filing work of such information on a regular basis. You’ll not only be the “gatekeeper,” but also the “face of JLL,” 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’ll 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—but we take it up a notch If you can take in the same passion for looking after our relationship with all our stakeholders—management, clients, vendors, landlords—we’ll be more than happy to work with you. Because in this role, you’ll 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’s 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

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