Receptionist

What You’ll Be Doing

Front Desk Management

• Greeting visitors:
• Welcome and provide a positive visitor experience, embodying the Scout values and culture.
• Directing them to the appropriate department.
• Providing appropriate badge for visitors, signing in time and out time.
• Providing visitors with temporary parking passes: Verifying guests have parked in an appropriate area with permit.
• Answering phone calls: Answering and forwarding phone calls. Keeping detailed records of visitor requests and calls received.
• Managing mail: Sorting and distributing incoming mail and preparing outgoing mail.
• Handling deliveries: Accepting and directing deliveries. Escorting vendors, as necessary.
• Coordinating shipping and receiving activities and materials.
• Managing office and canteen supplies: Monitoring office supply inventory and ordering supplies.
• Operating office equipment: Using a variety of office equipment, such as a fax machine, copy machine, and computer.
• Manage and replenish front desk supplies: Maintaining Security badging supplies and other items as needed.
• Maintaining cleanliness: Keeping the reception area and all communal areas clean and tidy.
• Following policies: Following all policies and procedures.
• Collaborate with HR to support the onboarding of new employees by preparing workspace essentials (e.g., initial supplies, building tour, distribution of personnel badges).
  
  

Facilities Coordination

• Calendar Scheduling: Assist Scout employees with calendaring and coordinating meeting rooms.
• Meeting Rooms: Identifying needs for upcoming meetings and deploying resources (i.e., extra chairs, setup, or other needs, such as repairs).
• Coordination of Lists: Working with Security and Scout Teams to prepare list of guests/attendees for upcoming events and/or workshops and provide to front desk security and building management.
• Support meetings: Assisting with receiving lunch orders for workshops and other meetings taking place.
• Scheduling Fleet Vehicles: Managing the check-out/in process for the pool of vehicle(s) available to employees. Communicating with Facilities Specialist / Sr. Property Administrator any issues or concerns. Managing the Fleet Vehicles’ Outlook Calendar and Maintenance Schedule.
• Facilitating Work Orders: Supporting select work orders in MaintainX maintenance system, tracking, and seeing to completion. Daily review of Scout Facilities email box, and portal requests within the MaintainX system.
• Liaising with Facility-oriented vendors (i.e, Maintenance, Janitorial, Food & Beverage, Contractors, Architects, Security, etc.) to execute work orders, address issues, workplace duties as assigned, and other coordinated efforts through completion.
• Support on-site Facilities Specialist with administrative, communication, and other work activities as directed.
  
  

Event Coordination Support:

• Assist in organizing on-site events, such as setting up rooms, ensuring required materials are in place, and coordinating with catering or AV teams.
• Work cross-functionally with departmental Executive Assistants as needed.
  
  

What You Bring To The Table

Education/Training:

• High School Diploma - Bachelor's degree preferred
• Commercial real estate experience is a plus.
  
  

Years of relevant experience:

• Less than 1 year of experience/entry level
  
  

Skills and knowledge:

• Advanced oral and written communication skills, including the ability to speak effectively before small groups of tenants or employees.
• Ability to read and interpret documents accurately.
• Strong attention to detail.
  
  

Other abilities:

• Typing speed of at least 65 words per minute with 90% accuracy.
• Proficient knowledge of Microsoft Office/Suite. Willingness to learn and become proficient in other standard software programs used by JLL or the client. Knowledge of Cash, Yardi, and 4sight is preferred.
  
  

Physical work requirements and work conditions:

In compliance with the Americans with Disabilities Act (ADA), the Receptionist’s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:

• Sitting for long periods of time.
• Frequently standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
• Reading video display terminals, order forms, and other written documents.
• Lifting a minimum of thirty-five (35) pounds.
• Using and accessing stairwells during emergencies.
• Using keyboards for typing and computer input.
• Hearing, speaking, and answering the office telephone system.
  
  

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role.

What’s In It For You

• Join an industry leader and shape the future of commercial real estate.
• Deep investment in cutting-edge technology to power your work.
• Comprehensive and competitive benefits plan
• A supportive, caring and diverse work environment designed for your growth and well-being.
• A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.