Facilities Coordinator

Job Description – Facilities Coordinator

Corporate Receptionist
Integrated Facilities Management – Workplace Dynamics

 What this job involves:

Building great impressions and experience

You’ll be the face of JLL—that’s why creating a welcoming yet professional image of the company is vital to your role. As our stakeholders’ first point of contact, you should make them identify immediately that we are the kind of company they would want to do business with. Therefore, you must demonstrate high levels of customer service and integrity, especially in handling enquiries, issues and complaints.

Keeping a well-oiled workplace

Together with the facilities management team, you’ll help ensure that clients, vendors and employees enjoy a safe and positive experience. You’ll be trained to follow escalation and incident reporting procedures and comply with the firm’s safety guidelines and strategies.

Your responsibilities also include but are not limited to booking meeting rooms; managing office supplies inventory; handling paperwork on maintenance-related activities; and updating the phone directory and company brochures.  You’ll also be expected to assist the facilities management team in overseeing contractors on-site and finding vendors and services.

Sound like you? To apply, you need to be:

Knowledgeable and experienced

You should have at least 24 months of experience in a corporate environment, particularly in reception. An experience in facilities, property management, hospitality or related field is ideal will go a long way.

A positive thinker and strong communicator

Are you a confident, energetic and customer-oriented? Can you interact with stakeholders across all levels? A great match for this job would be someone who has a well-presented, approachable manner as well as superb written and spoken English communication skills.  

Organisational and professional

You should know how to remain calm and professional, and maintain a proactive and positive attitude, especially in managing multiple operational matters under stressful situations. You must be able to manage conflicting priorities and apply holistic approaches for long-term solutions, while complying with the firm’s procedures and standards.

What we can do for you: At JLL, we make sure that you become the best version of yourself by helping you realise your full potential in an entrepreneurial and inclusive work environment. We will empower your ambitions through our dedicated Total Rewards Program, competitive pay and benefits package.

Job deliveries:

• Greet visitors/clients providing a friendly, courteous front office service reflecting the corporate image of the client.
• Site personnel are notified of guest’s arrival immediately and follow up calls made where guests are not picked up coordinating with the host/sponsor. 
• Ensuring complete visitor management system, the last-minute visitors are guided to do a self-checking with self-check in kiosk system.
• Updation on Serraview for new joiner’s seat allocation and the assigned seat for new joiners is ready with the desk name tag & pedestal unit’s availability for issuance.
• Ensure the new joiner all the formalities are arranged with the sync of HR and the GWS overview is shared on email for fulfilling an access card, business card, stationary, daily commute and adhoc cab requirements on the day of joining.
• Ensure visitor badges/temporary card & new joiners access card is made timely.
• Ensure safety briefing to the client/visitor/interview candidates and provide necessary emergency/safety details.
• Daily reconciliation of all Access cards and paper badges issued from reception.
• Ensuring the reception cleanness, upkeep, floral arrangement, and office horticulture is well maintained.
• Ensuring of all the end to end internal/external client visit/meeting support requests are well taken care with the required support.
• Making follow-ups for all the vendor/landlord invoices to ensure the regular invoices are processed for billing and an invoice tracker is maintained.
• Ensure the office internal events end to end requests for birthday, decoration, farewell, team celebration & other common carnivals are arranged timely with the required support.
• Ensure all the In & Out courier services are taken care as per the process without any interruption and the relevant records are maintained in register entry.
• Any legal letter/notice/couriers which are addressed on the office address, immediately required to be brought into the notice of site manager & workplace manager
• Assisting the clearance support on custom holding shipments.
• Ordering, Tracking & maintaining the office stationery, books & periodicals deliveries.
• Ensuring the help-in ticketing closure & business card requests are processed timely.
• Ensuring the background check & medical test reports are maintained for all the food handlers’ staff.
• Managing the café entire operations with the coordination of food supplier for timely delivery & serving preparedness for breakfast, lunch and evening snacks services.
• Ensuring the weekly food menu & food tasting feedbacks are recorded on the portal.
• Arranging the meetings with caterer and ensuring the MOMs are recorded.
• Ordering & Managing the complete consumables/beverage requirements for Café, pantry, vending machine, Juice counter, fruit & Ice cream supplies are timely delivered and available.
• Ensure the cleanness & upkeep of ladies washrooms with the required amenities.
• Ensuring kitchen & pantry equipments/items inventory are reconciled on weekly basis & report is submitted.
• Ordering the stationary & printing items to ensure its availability and no shortage.
• Petty cash requests are adhered as per the set procedure, ensure all the applicable expenses are pre-approved from the client before any pay out.
• Ensure the GR creation for JLL invoices is done on time.
• Ensuring all the Linkedin/JLL invoices’ hardcopy is couriered with concern person/address for timely billing.
• Assisting site facility manager for preparing the forecast and accrual reports.
• Adding inputs in the monthly MMR and collating the data.

Report frequency for sharing Daily, Weekly & Monthly reports.

1. Daily Reports:

• Reports for Visitors, Flower, Temporary & New Joiner’s access cards issuance.
• Internal Events & Client Visits.
• Daily Help-in raised ticket status requests.
• Daily In/Out Courier logs.

2. Weekly Reports:

• Employee Exit Clearance Tracker.
• Café (Fruit & Ice Cream) & Pantry, Vending machine consumables.
• Current inventory stock of stationery and issuance.
• Processed Invoices Tracker.
• Ordering items for pantry consumables.

3. Monthly Reports:

• JLL Attendance.
• Consolidated Invoice Tracker.
• Consolidated Petty Cash Tracker.
• Consolidated Seat/space allocation tracker.

Location:

On-site –Gurugram, HR

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

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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 contact us at Accommodation Requests. 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.