Receptionist-1 at JLL

How we support the Whole You:  

• Our benefits are a good reason to come to JLL.
• We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being. Our underlying benefits philosophy is this: be fair to our people and provide opportunities for those who take advantage of our programs and resources to increase their personal and financial security.

Key responsibilities 

• Meet and Greet Visitors
• Administration responsibilities
• Answering inquires directly or direct calls to appropriate employee
• Maintain security and safety procedures
• Maintain professional appearance of reception, lobby and meeting rooms
• Maintain adequate stationery and kitchen supplies
• Handling courier reports and bookings on a case to case basis.

SITE SPECIFIC OBJECTIVES

SWITCHBOARD

• Answer and transfer all call using appropriate telephone techniques and according to required service levels
• Take accurate messages and ensure effective delivery
• Assist with basic/ routine enquiries and customer complaints when appropriate and/ or transfer to alternative.
• Report any switchboard problems through the correct channels and advise staff if problem will affect business activities
• Maintain an accurate and current telephone list

RECEPTION

• Ensure that reception area reflects the professional image of the company
• Ensure that visitors and contractors are always treated professionally
• Refer any security/ delivery /cleaning issues within the reception area to the Facilities Manager
• Develop a good working relationship with the customers

       BOARDROOMS

• Manage boardroom bookings
• Manage set up of boardrooms
• Ensure that the boardrooms are always neat and prepared for meetings (air conditioners, lights and blinds)
• Coordinate refreshments (coffee and tea) as requested with booking
• Ensure that fresh water and clean glasses are on the table prior to meetings
• Check dietary requirements before placing catering orders

  DISTRIBUTING OF INCOMING AND OUTGOING MAIL

• All mail and/ or parcels must be delivered to customers promptly
• All incoming and outgoing mail to be always recorded in mail logbook
• Recipient to sign on receipt of mail and/ or parcel
• Open, sort and date stamp all incoming mail
• Keep mail room always tidy
• Follow up on uncollected mail and/ or parcels

       COURIER SERVICES

• Manage outgoing and incoming mail and/ or parcel via courier as and when required.
• Obtain correct information (GL & CC) from customer for outgoing mail and or parcels
• File waybills
• Track mail/ parcels if required

STATIONERY

• Manage stock levels
• Order office stationery and office consumables
• Manage stationery requests received via Helpdesk

      WORK ORDERS

• Log calls with Helpdesk as required.
• Manage work orders and ensure completion of work orders within SLA timeframe.
• Ensure that all work orders are signed off and closed.
• Follow up with suppliers regarding no action or delay.
• Report any high-level problems, e.g. no water, no power, flooding, health & safety risk, etc. to the Facilities Manager immediately.

PROCUREMENT AND FINANCE

• Provide a procurement and finance administrative service according to the JLL policies and procedures.
• Request comparative quotes for services and products as required and submit to Facilities Manager for approval.
• Includes but not limited to ordering of groceries, stationery, cleaning materials, maintenance, catering, etc.
• Request JLL purchase order and place order.
• Ensure that deliveries are checked and signed off.
• Submit invoices to Finance Department for processing in time and adhere to cut off dates.

        GENERAL

• Compliance with both JLL and Diageo company rules, policies and procedures including Occupational Health & Safety Act
• Provide support to other JLL staff as and when required / agreed with management.
• Perform other duties as may be required from time to time.