Guest Services & Workplace Support Officer

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Responsibilities

The Guest Services & Workplace Support Officer, will be responsible for:

■ Guest Services

o Create a comfortable, welcoming, and hospitable experience for FCDO employees and visitors.

o Boost agility in the workplace by managing up-to-date visitor information.

o Handle internal & external calls and correspondence.

o Anticipate client needs through observation to create memorable experiences.

o Manage stationery requisition and related inventory management.

o Oversee site cleanliness and provide direction to cleaning staff to ensure spaces are kept clean and tidy

■ Workplace Support

o Provide administrative support to the FM Operations team

o Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner

o Processing of POE and Non-POE invoices o Ensure all invoices are processed in a timely manner

o Follow up with vendors to ensure invoices are submitted when the work is done to meet KPI deadlines

o Assisting WPCs with follow up for work orders – quotes, invoices, contractor bookings.

o Additional responsibilities assigned by Facilities Manager

■ Customer Services

o Foster a sense of community and create happiness at work for our team, our client, and their guest.

o Creating a welcoming environment for clients, (internal/external) customers by providing authentic, caring, and timely service.

■ Visitor Management

o Provide personable and efficient visitor registration services.

o Ensure regulatory compliance in managing visitor access through clients Visitor Management Systems (VMS). Core Competencies Experience

o Enhance safety and security of our client’s facility by management of visitor movement.

o Execute emergency response plan to ensure safety of client and guest when necessary.

■ Concierge Services

o Deliver concierge service with local expertise and insider knowledge.

o Manage transportations request from visitors and employees. (if required)

■ Conference Meeting Room Booking

o Assist & educate client to achieve optimization and efficiency for meeting room bookings.

o Enhance user comfort and services by efficient turnaround of meeting rooms.

■ Mail Delivery Services

o Organize receipt and deliveries of all mails and courier services.

o Manage mail distribution records and mail logs.

Core Competencies

The role will demonstrate the following competencies:

■ Ability to meet tight schedules and deliver high quality of work

■ High level of communication, interpersonal skills and attitude towards the customer

■ Proficiency with Microsoft Word, Excel and PowerPoint

■ Good command of verbal and written English

■ Able to cooperate and work well with others to meet targets

■ Support the team effectively as and when needed

■ Demonstrate and ensure to instill a culture in the team that match our ‘I am JLL’ core behaviors and values of being an Safety, Expert, Proactive, Innovative, Team Player and valuing the Customer

■ Ability to manage conflict and conflicting priorities

■ Demonstrates proactive & professional approach to customer service

■ Proven ability to manage multiple and complex operational matters on a daily basis

■ Demonstrates ability to prioritise and manage tasks in an efficient and timely manner

Experience

■ 1-2 years’ experience in a related professional area

■ Prior experience to manage guest services is an advantage

■ Good computer and AI skills programs

■ Previous experience in general workplace administration and coordination

Location:

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If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

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're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.