Receptionist Cum Facilities Coordinator

Job description

Receptionist cum Facilities Coordinator

Integrated Facilities Management

What this job involves:

Service Delivery
 

Provide general overall facility management services including continuous monitoring of office/facility

·  Act as an interface with client, visitors and guests. 
·  Assist Facility Management Team with tactical planning for the facilities team’s goals and objectives
·  Provide facility specific assistance to the project management team as needed or requested.
·  Properly & effectively administer and maintain all services under the Facility Administrator’s responsibility (see following sections for details)
·  Manage & maintain facility management tasks as assigned.   
·  Ensure appropriate follow up with customers.
·  Seek to continuously improve processes, systems and overall client satisfaction.

Employee Experience Services

RECEPTION

·  Handle incoming and outgoing calls, filter for “scam” callers, and route to appropriate employee 
·  Take messages if employee is unavailable and share message with employee
·  Receive visitors and inform that visitor has arrived
·  Guide visitors on Security Sign-in procedures and issue appropriate Security Passes to visitors
·  Ensure visitors are offered refreshments while waiting.
·  Manage and maintenance the upkeep of the front office/ reception area so that it is presentable at all times
·  Maintain external conference room booking schedules to maximise efficient use of space
·  Redirect packages to Mail Room
·  Answer and Soft Transfer to Calls
·  Manage conference room supplies and provide tea/coffee to participants in meetings
 

CONCEIRGE (HELPDESK)

·  Receive request / concerns from customers by phone or email
·  Redirect the request / concern to appropriate facility staff or on-site vendor to handle
·  Track all necessary details of request / concern in tracker form
·  Follow up with facility staff or on-site vendor to confirm completion of request
·  Summarize monthly customer request / concern data for sharing with facility managers monthly operations report

Service Delivery

Provide general overall facility management services including continuous monitoring of office/facility

·  Act as an interface with client, visitors and guests. 
·  Assist Facility Management Team with tactical planning for the facilities team’s goals and objectives
·  Provide facility specific assistance to the project management team as needed or requested.
·  Properly & effectively administer and maintain all services under the Facility Administrator’s responsibility (see following sections for details)
·  Manage & maintain facility management tasks as assigned.   
·  Ensure appropriate follow up with customers.
·  Seek to continuously improve processes, systems and overall client satisfaction.

Employee Experience Services

RECEPTION

·  Handle incoming and outgoing calls, filter for “scam” callers, and route to appropriate employee 
·  Take messages if employee is unavailable and share message with employee
·  Receive visitors and inform that visitor has arrived
·  Guide visitors on Security Sign-in procedures and issue appropriate Security Passes to visitors
·  Ensure visitors are offered refreshments while waiting.
·  Manage and maintenance the upkeep of the front office/ reception area so that it is presentable at all times
·  Maintain external conference room booking schedules to maximise efficient use of space
·  Redirect packages to Mail Room
·  Answer and Soft Transfer to Calls
·  Manage conference room supplies and provide tea/coffee to participants in meetings

CONCEIRGE (HELPDESK)

·  Receive request / concerns from customers by phone or email
·  Redirect the request / concern to appropriate facility staff or on-site vendor to handle
·  Track all necessary details of request / concern in tracker form
·  Follow up with facility staff or on-site vendor to confirm completion of request
·  Summarize monthly customer request / concern data for sharing with facility managers monthly operations report

FINANCE

·  Execute all required financial related work to deliver facility services to Client’s facility
·  Be administrator for JD Edwards EnterpriseOne (JDE) system
·  Be administrator for Client’s purchase system for Facility related purchases if required
·  Assist with registering new Third Party Vendors in JDE system according to JLL policy and procedures
·  Create Purchase Order (PO) requests on behalf of the facility management team for both JDE and Client System
·  Goods Receipt (GR) the PO after confirmation of PO requester
·  Receive, scan and file invoices
·  Email scanned invoices to JLL’s Financial Service Center (FSC)
·  Assist FSC with any other financial related matters to ensure that all financial process are completed in a timely manner
·  Assist local Singapore finance as required to ensure that all financial related matters are closed in a timely manner
·  Maintain tracker to ensure of all responsible financial process to ensure that all payments are properly documented and completed in a timely manner
·  Escalate any potential risk of late payment or other financial matter that could impact facility operations to site facility manager as soon as you become aware

MEETING ROOM SUPPORT

·  Ensure meeting room(s) presentation is clean and tidy at all times
·  Assist the local business with meeting room bookings and operations of audio visual equipment where required

Soft Services Duties

·  Order Consumables for pantry supplies.
·  Ordering Catering for events if required.
·  Assist the soft service vendors planned maintenance (Cleaning, Waste Management, Pest Control)
·  Coordinate and Control Security Access Requirements.
·  Health and Safety walk rounds/audits.
·  Demonstrate responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.
·  Read and understand the applicable Service Level Agreements, helps achieve the Key Performance Indicators and scores favorably on the client satisfaction surveys

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realize your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Apply today!

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