Facilities Administrative Assistant / Service Experience Ambassador

What this job involves –

This pivotal role is instrumental in crafting authentic service experiences that fortify the relationship between JLL, our clients, and their guests. As the primary point of contact at Reception, the incumbent is entrusted with welcoming employees, embodying genuine hospitality and delivering thoughtful services. This multifaceted position seamlessly blends elements of Facilities Management, Hospitality, Accounting, and Administrative support. The role demands a commitment to maintaining smooth operations through meticulous administrative assistance and the flawless execution of duties, all while adhering to the highest standards of professionalism and service excellence. By serving as the face of the organization, this position plays a crucial role in shaping first impressions and fostering a welcoming environment that aligns with JLL's reputation for exceptional client care.

Your day to day:

Site Operations

• Create a comfortable, welcoming, and hospitable experience for employees and their guests.
• Boost agility in the workplace by managing up-to-date visitor information.
• Handle internal & external calls and correspondence. Monitor voicemails left the on-site main phone line and share information with clients.
• Anticipate client needs through observation to create memorable experiences.
• Manage stationery requisition and related inventory management.
• Adhoc responsibilities assigned by Facilities Manager.

Customer Services

• Foster a sense of community and create happiness at work for our teams, our clients, and their guests.
• Create a welcoming environment for our clients, (internal/external) customers by providing authentic, caring, and timely services.
• Be a solution provider to our teams, our clients, and their guests by directing them to the appropriate POC to help resolve issues if it falls out of your purview.

Visitor Management

• Provide personable and efficient visitor registration services.
• Ensure regulatory compliance in managing visitor access through client's or Landlord's Visitor Management Systems (VMS).
• Enhance safety and security of our client’s facility by management of visitor's access.
• Execute emergency response plan to ensure the safety of clients and guests when necessary.

Conference Meeting Room Booking

• Assist & educate the client to achieve optimization and efficiency for meeting room bookings.
• Enhance user comfort and services by the efficient turnaround of meeting rooms. Push in chairs and arrange evenly; tidy markers/phone/cords on tables
• Check all resource scheduler panels to ensure they are in working order. If not, reach out to the appropriate team to resolve it.
• Wipe down all dry erase boards so they are always clean immediately after room use
• Facilitating office conference calls, client calls – setting up IT/audio/video, ensuring speakers are set up.

Kitchen

• Tidy counters and large table as needed.
• Keep fully stocked: snacks, nuts & snack bars, both cereal containers, fruit bowl.
• Review and stock all inventory and order as needed.
• Check the expiration date and remove items as needed.
• Confirm receipt of supply deliveries each week.
• Order all consumable supplies.
• Order all paper goods & utensils.
• Ensure all beverage machines, ice/water machines are in working order. If not, reach out to the appropriate team to resolve it and communicate downtime with clients.

Mail Services

• Organize receipt and deliveries of all mails and courier services.
• Manage mail distribution records and mail logs.
• Deliver mail to mailboxes.
• Email recipients when packages are delivered; place on their desk if they have one or any pre-agreed stating point.
• Send out daily packages and mail (add postage, as needed)
• Create FedEx labels as requested