Workplace Coordinator
Job Description
Job Description SummaryThe Workplace Coordinator plays a pivotal role in providing authentic service experiences that bond the relationship between JLL, our clients, and their guest. As the first point of contact at Reception, they are responsible for welcoming employees with genuine hospitality and thoughtful services. The front desk concierge maintains smooth operations by providing administrative support and the execution of duties to the highest standards.
Site Operations
Create a comfortable, welcoming, and hospitable experience for employees and their guests.
Boost agility in the workplace by managing up-to-date visitor information.
Handle internal & external calls and correspondence. Monitor voicemails left the on-site main phone line and share information with clients.
Anticipate client needs through observation to create memorable experiences.
Manage stationery requisition and related inventory management.
Adhoc responsibilities assigned by Facilities Manager.
Customer Services
Foster a sense of community and create happiness at work for our teams, our clients, and their guests.
Create a welcoming environment for our clients, (internal/external) customers by providingauthentic, caring, and timelyservices.
Be a solution provider to our teams, our clients, and their guests by directing them to the appropriate POC to help resolve issues if it falls out of your purview.
Visitor Management
Provide personable and efficient visitor registration services.
Ensure regulatory compliance in managing visitor access through client's or Landlord's Visitor Management Systems (VMS).
Enhance safety and security of our client's facility by management of visitor's access.
Execute emergency response plan to ensure the safety of clients and guests when necessary.
Conference Meeting Room Booking
Assist & educate the client to achieve optimization and efficiency for meeting room bookings.
Enhance user comfort and services by the efficient turnaround of meeting rooms. Push in chairs and arrange evenly; tidy markers/phone/cords on tables
Check all resource scheduler panels to ensure they are in working order. If not, reach out to the appropriate team to resolve it.
Wipe down all dry erase boards so they are always clean immediately after room use
Facilitating office conference calls, client calls - setting up IT/audio/video, ensuring speakers are set up.
Kitchen
Tidy counters and large table as needed.
Keep fully stocked: snacks, nuts & snack bars, both cereal s, fruit bowl.
Review and stock all inventory and order as needed.
Check the expiration date and remove items as needed.
Confirm receipt of milk delivery each week.
Order all consumable supplies.
Order all paper goods & utensils.
Ensure all beverage machines, ice/water machines are in working order. If not, reach out to the appropriate team to resolve it and communicate downtime with clients.
Mail Services
Organize receipt and deliveries of all mails and courier services.
Manage mail distribution records and mail logs.
Deliver mail to mailboxes.
Email recipients when packages are delivered; place on their desk if they have one or any pre-agreed stating point.
Send out daily packages and mail (add postage, as needed)
Create FedEx labels as requested.
Vendor Coordination
Be the main point of contact with vendors for office repairs.
Collect information needed and provide to our approved vendors through our vendor portal.
Coordinate vendor access with building management team.
Work with Workplace manager to approve costs associated with repairs.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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