Job Description
TITLE
Facility Coordinator cum Receptionist
BUSINESS UNIT
IFM
REPORTING TO
Facility Manager
POSITION GOALS
- Assist the Facility Management team in the delivery of services especially all help desk issues & user services.
- To assist in the maintenance of the premises including any designated financial, maintenance, procurement, and asset & vendor management.
- Develop an understanding of and sound working relationships with key representatives of the client and key suppliers/service providers with whom you operate in support of the site.
- Specifically manage the role of the receptionist, the office assistants.
Duties And Responsibilities
Reception & Front Desk Management
Manage the receptionist in the discharge of the front office duties such as;
- Receptionists to project a friendly and welcoming image to Client's visitors
- Assist visitors to determine the purpose of their visit
- Issue visitors with pass as per categorization accordingly
- Maintain Log-book to record visitors name
- Notify host/alternative contact of visitors arrival
- Invite visitors to take a seat at the waiting area
- Adhere to Client's/JLL's predefined dress code
- Ensure that reception area is kept tidy at all times
- Manage bookings of meeting rooms
- Manage incoming and outgoing mails
- Place Client's corporate literature neatly in waiting area
- Handle all incoming calls to Clients
- Calls are answered with appropriate greeting;
- Calls are answered within 3 rings
- No client should complain of dropped calls, except for technical fault
- Facilitate the booking of Meeting Room
- Divert all calls as requested during Emergency or Practice Drills;
- Receive all in-coming mails and parcels and sort by department and place within pigeon hole for collection by respective department
- Coordinate for courier/dispatch to collect the completed forms (by individual departments) and goods to be delivered out
- Maintain logs for monthly cost reconciliation by finance
- Receive calls from end-users on ad-hoc requests and maintain records
- Assist with Booking hotels/ travel including air ticket, car rental.
- Assist with Visa/work permit for client's customer
- Reconciling invoices from courier services with monthly dispatching list & request for payment;
- Checking & refilling stationery stock and requesting for payment monthly;
- Archived File keepers: Keeping records, making requests for retrieval delivery/pick-up, new carton pickup, as well as payment every month;
- Keeping records of all moving asset docs
- Any other assignments from Facility Manager.
Corporate Amenities
- Oversee pantry services, presentations and staff events
- Manage kitchen equipment inventory and maintenance
- Ensure the general cleanliness of the office and the management of the Janitorial team
- Manage user motobike park applications with Building Landlord
- Manage fleet management & act on user feedback
- Procurement of copier refills, office equipment [non IT equipment] and plants for the office
Management & Administration
- Manage offsite record management operations including documents collection & retrieval
- Review and spot-check your areas of responsibility to ensure that suppliers/service providers are meeting contractual obligations to the client.
- Assist with detailed floor inspections on a routine basis.
- Monitor the Help Desk system as it effects your area & ensure that rectification works are recorded & action-ed in a timely manner
- Ensure your aspects of the working environment meet all requisite OH&S Standards.
- To ensure the smooth running of meetings &/or events
- Assist with Business Unit relocations or ad hoc projects.
- Assist with critical out-of-hours issues & participate as a key team member in response to emergency situations
- If appropriate, liaise closely with the client on-site representatives to address problems and/or enhance working environment performance
- Clearly document & communicate all client expectations to the balance of the FM team
- Work collaboratively with colleagues both within the Schneider Electric account & in the wider Jones Lang LaSalle network
- Ensure general administrative activities under your control are conducted in a timely and efficient manner
- Assist with any other duties as assigned by the Facility Manager on a need be basis.
- Manage all related contracts and its administration and renewals including the calling of tenders
KEY PERFORMANCE MEASURES
In your area of responsibility: -
- Uninterrupted site operations
- Client Satisfaction
- Continuously improving service
EMPLOYEE SPECIFICATIONS
KEY COMPETENCIES
- Adequate interpersonal skills to manage diverse range of service providers and Client representatives
- Sound written and oral communication skills
- Ability to manage multiple operational matters on a daily basis
- Working knowledge of OH&S and BCA Regulations
- Proven capacity to understand and interpret commercial contracts
- Capacity to deal with ambiguity and seek guidance in areas of difficulty
- Experience in technical, facility management or project management activities
- Sound computer skills in Microsoft Office
LEADERSHIP
PERSONAL EFFECTIVENESS
DECISION MAKING
RELATIONSHIP BUILDING
COMMUNICATION
- Represent Jones Lang LaSalle by behaving consistently with cultural and company requirements.
- Provide services to Schneider Electric in keeping with Schneider Electric's cultural and company requirements.
- Work towards objectives unsupervised.
- Be willing to assist & mentor colleagues.
- Provide an effective contribution to the team's delivery.
- Contributes via regular feedback, to the overall performance of the delivery team.
- Work towards individual targets, monitor and manage individual performance.
- Be able to make difficult decisions and resolve problems or improve operations.
- Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle
- Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.
- Gain respect of superiors, subordinates, peers and clients.
- Listen effectively and communicate through action and example. Have strong written and oral communication skills.
