Front Desk & Reception

- Create and maintain a welcoming workplace 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
- Make call out service
- Understanding issue/problem locally
- Meeting room set up & resume
- Office pantry suppliers check & order
- Onboarding & offboarding assist (badge and any other items)
- Physical fleet management on site (keys, fuel card, pool cars in carpark)
- Card payment to vendor if they are not invoicing
- 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 workstations, 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 QBRs
- 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, co-operation and performance excellence within team
- Assist in mentoring and enabling Training & Development of team members

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📌 Facilities Coordinator (Ryde City Council)
🏢 Jll
📍 Ryde City Council