Total 9 job vacancies by Jones Lang LaSalle

Receptionist will undertake and be proficient in administrative duties that will include but not be limited to:

• Mail/ parcel incoming/ outgoing deliveries, internal distribution, and communications to users
• Mails and newspaper management
• Meeting room bookings and visitors’ registration
• Reception and visitor management
• Badge management
• General enquiries
• Answering and screening Incoming calls
• Ensuring reception desk is covered at all times
• Cheques received to be updated in excel sheet
• Arrange monthly courier for deposited cheques
• Arrange monthly courier for archive invoices to AP In India

The Receptionist is generally the first point of contact for visitors, users, and vendor personnel. That ever-present welcoming smile and greetings is the start of the great Workplace Experience for visitors and regulars alike. Receptionist needs to portray Professionalism and Demeanor: Maintaining a consistent professional, friendly appearance, and workspace environment.

Facilities Admin will undertake and be proficient in administrative duties that will include but not be limited to:

• Day to day operations in handling requests and resolving issues
• Daily site walk to check for any facilities defects and ensure all equipment is in good working condition. All stationeries topped up and available. All site walk documents properly recorded and filed.
• Ensure all service requests are promptly communicated and attended to (Priority)
• Be on top of all the meeting rooms requests and set up according to the users instructions. AV and audio equipment are set-up, tested and in working condition before user starts
• Ensure asset retirement process had been properly executed
• Ensure lockers, cabinets and pedestals had been properly recorded and managed
• Request of Digital signage to be uploaded at the various locations
• Vendor work permits including safe work method statements, Risk assessment and service validation submitted to building for approval.
• Arranging servicing/ maintenance of vendors for equipment. Communications for the PTW and required documents.
• Consumables inventory management which includes stationeries, pantry, and barista supplies
• Purchasing of material, equipment & supplies
• Monthly Printer meter readings and submit to portal. Erase resigned employees from the printer record.
• Create new hire mail slot and retrieve resigned employees mail slot.

An important aspect of your role is to understand the status of the offices and facilities, for which you will often be taking floor walks to inspect the condition of the building.

You will be responsible for booking and managing Service Request tickets through the platform.

You will be working with vendors for the supply of goods and services, receiving and inventorying stationary items, pantry items and spares such as toner cartridges and light bulbs. You will be sure to check all incoming deliveries for accuracy and to document the receipt of such goods. For vendor services, you will confirm the operatives present their Safe Work Method Statements and you will escort them to the area of work, registering the names and attendance hours. You will not be required to inspect and validate their work if the work is specialized.

Part of your job scope is to hit key performance indicators and meet service levels required. This is on top of Meeting the clients’ facilities needs, Making everyone safe and risk-free, Be a Team Player & Be Client Focused.

POSITION OBJECTIVES

To support the Centre Manager and Management Office with Administrative duties.

DUTIES & RESPONSIBILITIES

• To maintain a record of incoming / outgoing mails and e-mail.
• To maintain Key Register at Management Office and FCC and record movement of keys.
• To set-up and maintain filing system in Management Office.
• To maintain and update the records of fixed assets and drawing schedules.
• To maintain an updated list of contact information of tenants, fire wardens, vendors, clients, and staff of Management Office etc.
• To administer request for registration/ deregistration of security access card, maintain and update the Security Card Access Register and operate the Security Access Control System.
• To administer request for season parking, maintain and update the Season Car Parking Register and operate the carpark management system.
• Manage carpark collection and liaise with finance team.
• To provide administrative support to Management Team such as calls, typing, filing, updating portal, App, organizing meetings and events, input relevant data needed for the production of reports etc.
• To keep track and maintain inventories necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.
• To maintain the IT system in management office.
• To maintain, update and generate report from the OMS Online Portal including but not limited to input Customer’s Requests and Purchase Orders, and follow through on the necessary actions required.
• To maintain duty roster and leave records of site staff.
• To administer bookings of facilities such as meeting pods, EOT, etc.
• To participate and ensure that our services and activities are in compliance with the OMS procedure and standards.

Performance Indicators:

• Successful completion of scheduled activities.
• Achieve KPIs.
• Achieve target deliverables for business plans, monthly reports and budgets.
• Ensure that a high level of professionalism and customer service are always maintained.
• Ability to work under pressure and meet set timelines.
• Client and tenant’s customer satisfaction.
• Meet standards and audit requirements.

Knowledge/Experience:

• Tertiary qualification at least 5 years of experience.
• Relevant experience in working in property management industry.
• Independent with integrity, innovative, proactive, and resourceful.
• Good organization, problem solving and communication (verbal and written) skills.
• Ability to work under pressure.
• Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Attributes/Behaviours:

• Pro-active and achievement orientated.
• Flexible.
• Team player.
• Practical approach with a “can do” attitude.

What this job involves:

Centralising all logs and requests

What we’re looking for is an expert who can effectively streamline processes and requests. Reporting to the facilities manager, you’ll provide superior call logging services—receiving and logging complaints containing complete details of the requests.

In line with this, you’ll tag each request with unique identity numbers to determine the nature of issues, and to dispatch them to the appropriate department. You’ll also follow up on the progress of each request by coordinating with respective assignees and monitoring their response time.

Furthermore, you’ll keep tabs on feedback and communicate with the requestor to ensure the closure of the task. You’ll also prepare daily and weekly reports on call status, as well as monthly reports on recurring calls. Assisting building engineers in conducting analyses is also within your scope.

Performing other ad hoc tasks

As an expert in the field, you must be flexible in taking other responsibilities aside from your core tasks. Part of your mandate is to contribute to the monthly management report for our clients. Likewise, you’ll work closely with the team in processing invoices.

Likewise, you’ll be working side-by-side with both engineering and facilities departments in handling our contractors and developing operational procedures. Ensuring workplace safety is also within your scope. To do this, you’ll actively participate in health and safety reviews and identify potential risks. You’ll also participate in emergency evacuation procedures as needed.

Sound like you? To apply you need to have:

Proven industry experience

Do you have three to five years’ experience in facilities management? Do you have a solid background in helpdesk operations and strong working knowledge of occupational safety? Do you have a proven track record in rolling out improvement initiatives? Are you proficient in common workplace software e.g. Microsoft Office as well as purchase order systems? If you said yes to all these, then we encourage you to apply.

Collaborative mind set

At JLL, we believe that collaboration plays a central role in achieving success—that’s why you must demonstrate flexibility in working with a team. Likewise, you must possess a customer-centric focus and superior organisational skills to manage daily activities effectively. You must also be equipped with excellent communication skills to coordinate effectively with colleagues and clients.

What we can do for you:

At JLL, we make sure that you become the best version of yourself by helping you realise 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.

POSITION OBJECTIVES

To support the Centre Manager and Management Office with Administrative duties.

DUTIES & RESPONSIBILITIES

• To maintain a record of incoming / outgoing mails and e-mail.
• To maintain Key Register at Management Office and FCC and record movement of keys.
• To set-up and maintain filing system in Management Office.
• To maintain and update the records of fixed assets and drawing schedules.
• To maintain an updated list of contact information of tenants, fire wardens, vendors, clients, and staff of Management Office etc.
• To administer request for registration/ deregistration of security access card, maintain and update the Security Card Access Register and operate the Security Access Control System.
• To administer request for season parking, maintain and update the Season Car Parking Register and operate the carpark management system.
• Manage carpark collection and liaise with finance team.
• To provide administrative support to Management Team such as calls, typing, filing, updating portal, App, organizing meetings and events, input relevant data needed for the production of reports etc.
• To keep track and maintain inventories necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.
• To maintain the IT system in management office.
• To maintain, update and generate report from the OMS Online Portal including but not limited to input Customer’s Requests and Purchase Orders, and follow through on the necessary actions required.
• To maintain duty roster and leave records of site staff.
• To administer bookings of facilities such as meeting pods, EOT, etc.
• To participate and ensure that our services and activities are in compliance with the OMS procedure and standards.

Performance Indicators:

• Successful completion of scheduled activities.
• Achieve KPIs.
• Achieve target deliverables for business plans, monthly reports and budgets.
• Ensure that a high level of professionalism and customer service are always maintained.
• Ability to work under pressure and meet set timelines.
• Client and tenant’s customer satisfaction.
• Meet standards and audit requirements.

Knowledge/Experience:

• Tertiary qualification at least 3 years of experience.
• Relevant experience in working in property management industry.
• Independent with integrity, innovative, proactive, and resourceful.
• Good organization, problem solving and communication (verbal and written) skills.
• Ability to work under pressure.
• Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Attributes/Behaviours:

• Pro-active and achievement orientated.
• Flexible.
• Team player.
• Practical approach with a “can do” attitude.

• Ensure Visitors clearance Forms are provided by employees prior to the visit
• Conduct MK Denial as and when needed.
• Visitor registration using visitor management system
• Exchange visitor ID & Badges.
• Issuance of safety shoes & glasses for visitors as and when required
• Ensure visitors are accompanied by staff their hosts
• Booking of taxi for visitors
• Lunch ordering for visitors
• Attend to incoming calls and inquiries
• Update Plasma TV to reflect VIP visits
• Coordinate the annual order and distribution of company uniform for employees
• Coordinate the ordering of safety shoes and safety glasses
• Coordinate the issuing and record keeping of employee lockers
• Coordinate the ordering and issuing of taxi cards / vouchers
• Raising PRs for Operations department:
• pantry biscuits and beverages for company
• vending machine in pantry (Warburg)
• rental fees and management fee (i.e. Vallen)
• freight charges
• other invoice received in DFM
• online purchase orders
• Coordinate daily lunch ordering for employees
• Coordinate the pick up timing / location of company bus
• Sorting of incoming Mails
• Update telephone extension Listing
• Ordering of hampers and wreath

Job Description

Receptionist & Admin Assistant

Work Dynamics - Integrated Facilities Management

Location: CBD

What this job involves

Handling visitors

As a front desk personnel, you will be receiving, informing and guiding visitors including co-ordination with client’s employees. You will also be responsible for maintaining the visitor log and the monthly contract list update.

Managing reception area

You will be responsible for maintaining the front office, reception area and all meeting and conference rooms in the client areas. Ensure that they are clean, presentable and are in compliance with regulations or requirements of the client.

Phone Calls

You will be managing day-to-day incoming and outgoing calls and maintaining telephone registers including the switchboard operations. You will also managing Facilities Request Call and contribute information for inclusion in the Monthly Report submitted to the client.

Mail (Assigned and Non Assigned Courier) - Incoming and Outgoing Documents and Cheques -

You will be managing day-to-day incoming and outgoing mails and cheques. You have to record all the mails and submit Monthly Report to Facilities.

General administrative activities

You will provide assistance in general administrative activities ie:

• Stationery Room that we have top-up
• Meeting Room Booking
• Access Card Requests
• Emails
• Helpdesk Requests
• Communication Notes
• Communication Notes
• Grooming & Dress Code

Administrative Duties:

You will from time to time be assigned administrative duties within the Workplace scope and requirements as deemed fit by the Management. These roles will either be within your capabilities, otherwise trainings (on-the-job) will be provided to ensure you successfully discharge the required duties.

Experience & Qualification

While prior experience is an advantage, it is not a necessity as an “On-the-Job” Training will be provided to you.

Minimum qualification:

• ITE, ‘N’ Level or Secondary Level
• Ability to communicate in English
• Pleasant personality
• Responsible with good attitude and the keenness to learn

Professional

You can carry yourself well and present a professional and friendly corporate image to clients. You are also able to confidently interact with all levels of the organisation from Heads of Department to Cleaning Contractors and learn new systems quickly.

To support the Centre Manager and Management Office with Administrative duties.

• To maintain a record of incoming / outgoing mails and e-mail.
• To maintain Key Register at Management Office and FCC and record movement of keys.
• To set-up and maintain filing system in Management Office.
• To maintain and update the records of fixed assets and drawing schedules.
• To maintain an updated list of contact information of tenants, fire wardens, vendors, clients, and staff of Management Office etc.
• To administer request for registration/ deregistration of security access card, maintain and update the Security Card Access Register and operate the Security Access Control System.
• To administer request for season parking, maintain and update the Season Car Parking Register and operate the carpark management system.
• Manage carpark collection and liaise with finance team.
• To provide administrative support to Management Team such as calls, typing, filing, updating portal, App, organizing meetings and events, input relevant data needed for the production of reports etc.
• To keep track and maintain inventories necessary for the smooth functioning of the management office such as stamps, stationery, refreshments.
• To maintain the IT system in management office.
• To maintain, update and generate report from the OMS Online Portal including but not limited to input Customer’s Requests and Purchase Orders, and follow through on the necessary actions required.
• To maintain duty roster and leave records of site staff.
• To administer bookings of facilities such as meeting pods, EOT, etc.
• To participate and ensure that our services and activities are in compliance with the OMS procedure and standards.

Requirement

• Tertiary qualification at least 3-5 years of experience.
• Relevant experience in working in property management industry.
• Independent with integrity, innovative, proactive, and resourceful.
• Good organization, problem solving and communication (verbal and written) skills.
• Ability to work under pressure.
• Good interpersonal skills with team player qualities to manage both internal and external stakeholders.

Job Description

The Receptionist/Admin will be part of the Workplace Experience team, to drive and increase customer satisfaction. This individual is the go-to-person for all workplace engagement matters. The team aims to manage the big site with a smaller site approach to establish stronger relationships with the customers. This provides an opportunity for the Community Ambassador to create an engaging experience to our customer and their guest. This individual ensures that a seamless consistent level of service is provided at every user touchpoint.

Site Management

• Conduct sitewalk daily with the checklist, look out for defects and manage any hazardous objects accordingly.
• Ensure that the meeting rooms are in ‘ready-to-use’ condition whenever unoccupied
• Ensure that office equipment are in good working condition. Otherwise, rectify immediately
• Liaise and manage respective vendor to support the functionality of office space
• Responsible to consolidate all customer issues and generate a monthly report
• Manage all customers’ issues tactfully and confidently

Customer Communications

• Start the day with greeting customer, using customer name
• To be attuned with customer, build and establish relationship with stakeholders across all levels

At Your Service Communications

• Share communications collaterals with the JLL team
• Mailbox must be emptied at the end of each day. Urgent emails to be prioritise first

Administration Duties

• Perform stocktake for pantry food item.
• Police the clean desk policy.
• Adhoc responsibilities assigned by Facilities Manager.

Administrative Functions

• Carry out proper filing of documents.
• Processing of resident’s applications for use of facility, access cards, update of personal particulars, renovation, moving, and etc.
• Update and maintain data and building information & records.
• Keep stock and ordering of office inventories.
• Provide administrative reports and support for the preparation and convening of council meetings and general meetings of the Management Corporation.

Financial Functions

• Issue receipts and manage refunds of deposits.
• Liaise with HQ Accounts department in the accounts receivables and payable matters.
• Update and keep records of all monetary transactions.
• Carry out daily closing of the accounts of monies received and hand over to Condo Manager based on the receipts and banking slips.

Maintenance Functions

• Attend inquiries and complaints.
• Upkeep the office accessories and equipment and liaise with vendors / suppliers to repair and replace office accessories and equipment.