Front Office and facilities Coordinator

Overall, Role

The Guest Services Ambassador (GSA) plays a pivotal role in providing authentic service experiences that bonds the relationship between JLL, our client and their guest.

As the first point of contact at Reception, they are responsible for welcoming employees with genuine hospitality and thoughtful services. GRA's maintain smooth operations by providing administrative support and execution of duties to the highest standards.

Duties & Responsibilities

What this job involves –

Site Operations

• Create a comfortable, welcoming and hospitable experience for employees and their guest.
• Boost agility in the workplace by managing up-to-date visitor information.
• Handle internal & external calls and correspondence.
• 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 team, our client and their guest.
• Creating a welcoming environment for clients, (internal/external) customers by providing authentic, caring and timely service.
  
  

Visitor Management

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

Concierge Services

• Deliver concierge service with local expertise and insider knowledge.
• Manage transportations request from visitors and employees.
  
  

Conference Meeting Room Booking

• Assist & educate client to achieve optimization and efficiency for meeting room bookings.
• Enhance user comfort and services by efficient turnaround of meeting rooms.
• Plan experiences and community events within and beyond the office, that unite people and inject fun into the workplace.
  
  

Mail Delivery Services

• Organise receipt and deliveries of all mails and courier services.
• Manage mail distribution records and mail logs.
  
  

Additional Responsibilities

Administrative Function

• Assist Facility Management Team with tactical planning for the team's goals and objectives
• Provide facility specific assistance to the project management team as needed or requested
• Manage and maintain small facility management tasks as assigned
• Coordinate special events in support of client or JLL
• Provide support for meetings and conference room reservations as needed and directed
• Assist with the coordination and scheduling of maintenance activities
  
  

Communication and Relationship Coordination

• Provide general overall facility management services including continuous monitoring of office/facility
• Act as an interface with client, visitors and guests
• Ensure appreciate follow up with customers
• Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/ execution of work within client environment with minimal disruption
  
  

Compliance

• Properly and effectively administer and maintain all security systems
• Assist with budgetary requests, analysis and reporting
• Assist with researching, analyzing and reporting budget variances