Receptionist cum Facilities Coordinator

2 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Jones Lang LaSalle Property Consultants Pte Ltd Full time

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

  • Support business administrators on new joiner/leavers arrangements - access card application/collection
  • 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 remain calm and professional, and maintain a proactive and positive attitude, especially in managing multiple operational matters under stressful situations. You must be able to manage conflicting priorities and apply holistic approaches for long-term solutions, while complying with the firm's procedures and standards.

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