Facilities Administrator/reception
4 weeks ago
JLL supports the Whole You, personally and professionally.
Shaping the future of real estate for a better world
At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.
We bring to life see a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.
JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.
**What this job involves**:
As the Workplace Ambassador you will be responsible to deliver the best workplace experience in the office. This includes the reception areas, employee workstations and meeting rooms. Constantly on the go, you’ll give our visitors a warm welcome. In other words, you will set the benchmark in giving our company a good first impression. You will spend each day looking at how you can maintain and improve the front office specifically and also the office as a whole.
Throughout the day, you will also handle all incoming and outgoing calls, including distribution. Therefore, it is essential to remain professional and polite in the way you present yourself. You will also be required to provide administrative, facilities and operational support to the client as required.
**A snapshot of your day**:
To ensure reception desk, waiting area and meeting rooms are maintained to highest standards of tidiness and cleanliness.
Assist with the whole office Facilities Management services.
To process and manage conference room bookings and requirements.
To maintain an effective business relationship with the client by proactively understanding their needs.
Restacking of consumables throughout the day, monitor stock levels and replenish supplies as needed.
**Core responsibilities**:
Enthusiastically welcome all visitors to BlackRock, wearing the BlackRock suit and nametag
Track all visitors, including vendors, visiting employees and guests.
To alert hosts to their client visitor’s presence and keep clients updated about their host’s arrival
To ensure that customers are given an efficient service and expectations are exceeded.
Coordinate security access cards for employees and vendors.
Support contractor coordination for small works and maintenance
Track onboarding documents and vendor adherence to BLK security
Carry out regular office inspections to monitor and ensure a good condition of the workplace
Manage incoming and outgoing courier and other packages or mail
Assist in carrying out safety procedures when needed.
Remain aware of Hygiene, Health and Safety policies and Fire Regulations.
To record and report all accidents and near misses
Be aware of all projects which are happening within the office
Assist the engineering team with administrative tasks, vendor management, office and IDF room inspections
Onboard contingent workers and business support personnel
Conduct training and manage the office pool of Front of House temp support
Meet or exceed site Key Performance Indicators (KPI’s)
Manage work orders on the CMMS (Corrigo) by looking ahead
Support the FM team in business continuity and incident management
Any other duties required as part of the role as and when requested in support of the whole office FM service delivery which may include providing support occasionally outside the key hours of operation.
**Sound like you? This is what we’re looking for**:
Prior experience in facilities or related field.
Knowledge and experience in engineering coordination/support is a significant advantage
Knowledge of local occupational health and safety requirements, critical facilities and vendor management for specialized/engineering services is advantageous.
Problem-solving skills - capacity to deal with ambiguity and solve complex problems effectively.
The ability to effectively deal with stressful situations.
The ability to work independently.
Effective communication.
**What you can expect from us**:
You’ll join an entrepreneurial, inclusive culture. One where we succeed together - across the desk and around the globe. Where like-minded people work naturally together to achieve great things. Keep those ambitions in sights and imagine where JLL can take you...
As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and t
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