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Job Description: Receptionist cum Facilities Admin

Position Overview

The Receptionist cum Facilities Admin serves as the first point of contact for visitors and employees while providing comprehensive facilities administrative support. This dual-role position combines front desk reception duties with facilities management coordination to ensure smooth daily operations and a professional workplace environment.

Key Responsibilities

Reception Duties

Greet and welcome visitors, clients, and guests in a professional and courteous manner. Maintain visitor logs and issue visitor badges in accordance with security protocols. Answer and direct incoming calls to appropriate departments or personnel. Manage conference room bookings and ensure meeting spaces are prepared and properly equipped. Handle incoming and outgoing mail, couriers, and deliveries. Maintain a clean, organized, and professional reception area at all times.

Facilities Administration

Coordinate routine maintenance requests and liaise with building management or service providers. Monitor and manage office supplies inventory, placing orders as needed. Oversee vendor management for facilities-related services including cleaning, maintenance, and repairs. Support workspace management activities including desk assignments, moves, and space planning. Maintain facilities documentation including vendor contracts, maintenance schedules, and compliance records. Assist with health and safety compliance including fire drills, first aid supplies, and emergency procedures.

Administrative Support

Prepare and distribute correspondence, reports, and other documents as required. Maintain accurate records and filing systems for both reception and facilities operations. Process invoices and expense reports related to facilities services. Support event coordination for office functions, meetings, and company events. Provide general administrative assistance to support teams as needed.

Qualifications and Skills

Required

High school diploma or equivalent additional certification in office administration or facilities management is advantageous. Minimum 2-3 years of experience in reception, administrative support, or facilities coordination roles. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Excellent verbal and written communication skills. Strong organizational abilities with attention to detail and ability to multitask effectively. Professional appearance and demeanor with outstanding customer service orientation. Ability to handle confidential information with discretion.

Preferred

Experience in corporate office environments or commercial real estate settings. Familiarity with facilities management systems or workplace management platforms. Basic understanding of health and safety regulations and building management practices. Problem-solving skills with ability to work independently and take initiative.

Working Conditions

Standard office environment with occasional requirement to move office equipment or supplies. May require extended periods of sitting at reception desk. Flexibility to handle occasional urgent facilities issues outside regular business hours.

Reporting Structure

This position typically reports to the Facilities Manager, Office Manager, or designated administrative lead.

Note:This job description is based on general industry standards for similar positions. For official JLL position requirements, internal career frameworks, compensation details, and application processes, please consult your local HR representative or visit JLL's internal career portal. Specific responsibilities and qualifications may vary by location and client requirements.

Location:

On-site -Petaling Jaya, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.

JLL, together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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For additional details please see our career site pages for each country.