Job Description
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.
Required
Qualifications and Skills
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.
