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Our people at JLL and JLL Technologies 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.   

JOB DESCRIPTION

TITLE

Facility Coordinator cum Receptionist

BUSINESS UNIT

IFM

REPORTING TO

Facility Manager

POSITION GOALS

• Assist the Facility Management team in the delivery of services especially all help desk issues & user services.
• To assist in the maintenance of the premises including any designated financial, maintenance, procurement, and asset & vendor management.
• Develop an understanding of and sound working relationships with key representatives of the client and key suppliers/service providers with whom you operate in support of the site.
• Specifically manage the role of the receptionist, the office assistants.

DUTIES AND RESPONSIBILITIES

Reception & Front Desk Management

Manage the receptionist in the discharge of the front office duties such as;

• Receptionists to project a friendly and welcoming image to Client’s visitors
• Assist visitors to determine the purpose of their visit
• Issue visitors with pass as per categorization accordingly
• Maintain Log-book to record visitors name
• Notify host/alternative contact of visitors arrival
• Invite visitors to take a seat at the waiting area
• Adhere to Client’s/JLL’s predefined dress code
• Ensure that reception area is kept tidy at all times
• Manage bookings of meeting rooms
• Manage incoming and outgoing mails
• Place Client’s corporate literature neatly in waiting area
• Handle all incoming calls to Clients
• Calls are answered with appropriate greeting;
• Calls are answered within 3 rings 
• No client should complain of dropped calls, except for technical fault
• Facilitate the booking of Meeting Room
• Divert all calls as requested during Emergency or Practice Drills;
• Receive all in-coming mails and parcels and sort by department and place within ‘pigeon hole’ for collection by respective department
• Coordinate for courier/dispatch to collect the completed forms (by individual departments) and goods to be delivered out
• Maintain logs for monthly cost reconciliation by finance
• Receive calls from end-users on ad-hoc requests and maintain records
• Assist with Booking hotels/ travel including air ticket, car rental.
• Assist with Visa/work permit for client’s customer
• Reconciling invoices from courier services with monthly dispatching list & request for payment;
• Checking & refilling stationery stock and requesting for payment monthly;
• Archived File keepers: Keeping records, making requests for retrieval delivery/pick-up, new carton pickup, as well as payment every month;
• Keeping records of all moving asset docs
• Any other assignments from Facility Manager.

Corporate Amenities

• Oversee pantry services, presentations and staff events  
• Manage kitchen equipment inventory and maintenance
• Ensure the general cleanliness of the office and the management of the Janitorial team
• Manage user motobike park applications with Building Landlord
• Manage fleet management & act on user feedback 
• Procurement of copier refills, office equipment [non IT equipment] and plants for the office

Management & Administration

• Manage offsite record management operations including documents collection & retrieval
• Review and spot-check your areas of responsibility to ensure that suppliers/service providers are meeting contractual obligations to the client.
• Assist with detailed floor inspections on a routine basis.
• Monitor the Help Desk system as it effects your area & ensure that rectification works are recorded & action-ed in a timely manner
• Ensure your aspects of the working environment meet all requisite OH&S Standards.
• To ensure the smooth running of meetings &/or events 
• Assist with Business Unit relocations or ‘ad hoc’ projects.
• Assist with critical out-of-hours issues & participate as a key team member in response to emergency situations
• If appropriate, liaise closely with the client on-site representatives to address problems and/or enhance working environment performance
• Clearly document & communicate all client expectations to the balance of the FM team
• Work collaboratively with colleagues both within the Schneider Electric account & in the wider Jones Lang LaSalle network
• Ensure general administrative activities under your control are conducted in a timely and efficient manner
• Assist with any other duties as assigned by the Facility Manager on a “need be” basis.
• Manage all related contracts and its administration and renewals including the calling of tenders

KEY PERFORMANCE MEASURES

In your area of responsibility: -

• Uninterrupted site operations
• Client Satisfaction
• Continuously improving service

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIES

• Adequate interpersonal skills to manage diverse range of service providers and Client representatives

• Sound written and oral communication skills
• Ability to manage multiple operational matters on a daily basis
• Working knowledge of OH&S and BCA Regulations
• Proven capacity to understand and interpret commercial contracts
• Capacity to deal with ambiguity and seek guidance in areas of difficulty
• Experience in technical, facility management or project management activities
• Sound computer skills in Microsoft Office

LEADERSHIP

PERSONAL EFFECTIVENESS

DECISION MAKING
 

RELATIONSHIP BUILDING

COMMUNICATION

• Represent Jones Lang LaSalle by behaving consistently with cultural and company requirements.
• Provide services to Schneider Electric in keeping with Schneider Electric’s cultural and company requirements.
• Work towards objectives unsupervised.
• Be willing to assist & mentor colleagues.
• Provide an effective contribution to the team’s delivery.
• Contributes via regular feedback, to the overall performance of the delivery team.
• Work towards individual targets, monitor and manage individual performance.
• Be able to make difficult decisions and resolve problems or improve operations.
• Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSalle
• Promote open, constructive and collaborative relations with superiors, subordinates, peers and clients.
• Gain respect of superiors, subordinates, peers and clients.
• Listen effectively and communicate through action and example. Have strong written and oral communication skills.

Location:

On-site –Ho Chi Minh City, Vietnam

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!

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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