Job Description

JLL supports the Whole You, personally and professionally.



Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.



MAJOR RESPONSIBILITIES



Relief Reception Duties

- Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates

- Provide general reception services by responding to general office emails and public inquiries

- Post-conference room schedules, notices, and office communications as needed

- Other duties as assigned by supervisor



Administrative Duties

- Perform general office administrative tasks such as creation of word documents, spreadsheets, publications, and signage for the office

- Serve as a liaison between office staff and facilities management in service requests

- Assist when required to maintain office databases for employee locations and seating assignments, floor plans and employee phone lists

- Assist with new hire process by coordinating with IT department and Facilities to confirm seating assignments and prepare work stations, provide welcome material and updating appropriate employee databases

- Confirm the receipt of and verify accurate invoicing for deliveries, goods and services

- Assist in monthly reporting as well as QBR's

- Other duties as assigned by supervisor



Facilities Services

- Assist in general facilities duties to ensure the adequate provision of office services and supplies

- Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms

- Process orders and maintains inventories on all general office supplies, facilities equipment and supplies

- Assist with vendor selection, order special deliveries and coordinate vendor services

- Review and resolve outstanding ticket requests in line with set KPI

- Co-ordinate vendors where required

- Minor project management

- Moves/Adds/Changes

- Manage and implement Preventative Maintenance Program and ensure compliance

- Ensure managed site/risk compliance

- Financial Management of budget and processing of vendor invoices in line with account processes

- 24/7 emergency call support and site attendance is required

- Ensure escalation procedures and incident reporting procedures are implemented and in place



EHS

- Understand and comply with all EHS arrangements or instructions

- Report any failings in EHS arrangements to line manager

- Ensure strict compliance with EHS policies

- Report all incidents within specified timeframes

- Carry out, report and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances

- Where applicable, induct vendors to site-specific situations and keep records

- Work closely with Corporate Security on safety and security questions or concerns

- Other duties as assigned by supervisor

- Oversee client Fire Warden/First Aid program



People Management

- Demonstrate and ensure to instill a culture in the team that match our 'I am JLL' core behaviours and values of being an Expert, Proactive, Innovative, Versatile, Team Player and valuing the Customer

- Manage and coach team

- Develop and sustain a high-quality, well-motivated team

- Ensure high staff morale, trust and work ethics

- Actively support an environment that supports teamwork, cooperation, and performance excellence within team

- Assist in mentoring and enabling Training & Development of team members

CANDIDATE SPECIFICATION:

KEY SELECTION CRITERIA



Ideal Experience

Previous facilities experience in a corporate environment



Strong customer service focus



Strong PC literacy and proven ability to manage daily activities using various systems, including the internet and email functions Intermediate/advanced Word, Excel, and PowerPoint skills



Financial Management/Budget Experience



Evidence of problem-solving skills--capacity to deal with ambiguity and solve complex problems effectively



Other Personal Characteristics

Strong communicator--Good presentation skills and possesses strong verbal & written communication skills; also an active listener



Passion for quality--has an eye for detail to ensure the best delivery of services



Self-motivated, confident & energetic



Ability to effectively deal with stressful situations



Flexible--able to adapt to rapidly changing situations



Is a team player--able to cooperate and work well with others to meet targets



Exhibits honesty & trustworthiness



Open to new ideas & willing to challenge status quo



KEY STAKEHOLDERS

Client staff

Specialized vendor staff

Regional Facilities Manager



REPORTING TO

Area Lead

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!



Personalized benefits that support personal well-being and growth:



JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.



About JLL -



We're JLL--a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.



Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.



Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.