Admin/Receptionist (Shifting Schedule)

Your Impact at JLL Philippines: Admin / Receptionist

Are you an organized and friendly professional with a knack for keeping a workplace running smoothly? JLL Philippines is looking for an Admin / Receptionist to be the welcoming face and reliable support for our vibrant office. If you thrive in a dynamic environment and love making a difference for both our guests and our internal teams, this role is for you

What You'll Do:

As our Admin / Receptionist, you'll be the first point of contact and an essential administrative hub, ensuring a positive experience for everyone and providing crucial support across our operations. Your key responsibilities will include:

Guest Services & Front Office Coordination

• Be the welcoming face of our office, creating a comfortable and hospitable experience for all FCDO employees and visitors.
• Manage the visitor registration process, ensuring smooth check-ins and enhancing workplace security.
• Handle all incoming and outgoing calls and correspondence with professionalism and a helpful demeanor.
• Anticipate client and guest needs through observation to create memorable experiences.
• Manage stationery requisition and related inventory.
• Oversee site cleanliness and provide clear direction to cleaning staff to ensure spaces are kept clean and tidy.
• Foster a sense of community, contributing to a happy and productive environment for our team, clients, and guests.

Administrative & Facilities Support

• Provide comprehensive administrative support to the Facilities Management Operations team.
• Assist in financial processes by ensuring all financial management requirements, including POE and Non-POE invoices, are completed accurately and on time. You'll process invoices promptly and follow up with vendors to meet deadlines.
• Support Work Order Coordinators (WPCs) with follow-ups for work orders, including quotes, invoices, and contractor bookings.
• Assist in the management of contractors on site to ensure they perform to required standards, including occasional inspection of vendor works.
• Help with the procurement of vendors and services as required by the Facilities team.
• Assist in carrying out safety procedures when needed and support regular audits to ensure safety protocols are in place.
• Support the implementation and monitoring of disaster recovery and business continuity plans, adhering to established escalation procedures.
• Coordinate with pantry staff to ensure pantry and vending machine items are always well-stocked.
• Organize the receipt and delivery of all mails and courier services, managing distribution records and logs.
• Deliver concierge services with local expertise, including managing transportation requests from visitors and employees (if required).
• Maintain duplicate office keys in good order.
• Undertake additional administrative responsibilities as assigned by the Facilities Manager.

What We're Looking For:

We're seeking a proactive, professional, and detail-oriented individual who embodies our "I am JLL" core behaviors and values. You'll be a great fit if you have:

• Prior experience in a receptionist, administrative, or office support role; experience in facilities, property management, or hospitality is a plus.
• High level of communication, interpersonal skills, and a strong customer-centric attitude.
• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Good command of verbal and written English.
• Ability to cooperate and work well with others to meet targets, supporting the team effectively as needed.
• Demonstrated proactive and professional approach to customer service.
• Ability to manage conflict and conflicting priorities effectively.
• Proven ability to prioritize and manage tasks in an efficient and timely manner.
• Self-motivated, confident, and energetic, with a flexible approach to rapidly changing situations.
• Problem-solving skills and a capacity to deal with ambiguity effectively.

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