Facilities Coordinator Receptionist

JLL supports the Whole You, personally and professionally.

JLL supports the Whole You, personally and professionally.
Our benefits are a good reason to come to JLL.
We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being. Our underlying benefits philosophy is this: be fair to our people and provide opportunities for those who take advantage of our programs and resources to increase their personal and financial security.

**We are looking for**: Facilities Coordinator cum Receptionist

**Location**: Bayan Lepas (Penang

1. Client/Stakeholder Management
Provide superior customer service to meet on-site clients’ expectations.

2. Procurement & Vendor Management
Assist in the management of all contractors on site to ensure they perform to the required standards (including inspection of vendors’ works)

Assist in the procurement of vendors and services as required.

3. Finance Management
Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

Ensure prompt and accurate management of purchase orders in JDE, DO's & Invoicing.

4. Health & Safety Management
Conduct regular audits to ensure safety procedures on site are in place and working

Assist in carrying out safety procedures when needed.

Conduct regular inspections to ensure compliance with safety standards and regulations.

Day-to-day housekeeping, e.g., safety checks, tidying of workspaces.

Ensure compliance of regulations / requirements of JLL management.

Participate in Emergency Evacuation procedures including crisis management and business continuity.

5. Site Operations Management
Assist in the implementation of Best Practice operations

Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained at all times

Seek ways to constantly reduce costs and improve operational standards

Maintain premises in neat and good working condition at all times

Provide FM support for meeting room bookings where required

Coordinate with Tier 2 vendor staff to ensure that items are always in stock

Develop the necessary policies and procedures required for all functions within the scope.

Support all basic AV troubleshooting, including video conferencing and audio-conferencing room systems, projectors, digital screens, and other related equipment.

Oversee the maintenance and upkeep of the lab environment, including equipment, infrastructure, and safety protocols.

Maintaining equipment records and daily work logs

Monitor operations daily. Oversee systems that include heating, lighting, refrigeration, air conditioning, plumbing, water purification, air filtering, and electrical systems.

Maintain inventory of facility supplies and equipment, and initiate procurement processes as needed.

Coordinate with external vendors for repairs, maintenance, and service agreements related to facility equipment and systems.

6. Risk Management
Assist in the implementation and management of 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 JLL business conduct by ensuring compliance with the firm’s guidelines, procedures, and strategies

Achieve Key Performance Indicators and Service Level Agreement targets

7. Reception/Front Desk
Greet people coming in with a warm smile

Responsible for handling of incoming and outgoing calls including distribution

Receive, inform, guide visitors including co-ordination with employees

Responsible for maintaining the telephone registers including call tracking

Preparation/ updating telephone list for client

Responsible for maintenance and upkeep of front office

Coordinating meeting room reservations upon request, swapping and cancellation of meeting rooms booked to be done accordingly upon request

Education and experience
Min. Diploma in engineering, facilities management /or 3 years’ experience in facilities, property management, hospitality or related field. Experience working in building management will be an added advantage.

Excellent management and organizational skills, and good at meeting deadlines.

Good Interpersonal skills

Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

About JLL
- We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortun