Facilities Coordinator cum Concierge

Our benefits are a good reason to come to JLL.

We are committed to hiring the best, most talented people in our industry, and then empowering them with the resources and support to enhance their health, financial and personal well-being. Our underlying benefits philosophy is this: be fair to our people and provide opportunities for those who take advantage of our programs and resources to increase their personal and financial security.

Duties & responsibilities

What This Job Involves –

To be the professional face of the client organization and deliver a seamless outstanding service to the client. To provide administration support to the facilities team.

• Client/Stakeholder Management
• Provide superior customer service to meet on-site client’s expectations
• Ensure prompt operation of the switchboard and that all phone queries are directed to the correct client staff/ team.
• Maintain and update phone directory and phone systems as required.
• Ensure that reception areas, including desk and seating areas are tidy and presentable
• Meet and greet clients promptly and contact staff member via phone to advise of guest’s arrival
• Maintain brochures and ensure literature is kept up to date and are the most current edition
• Book meeting rooms as requested
• Liaise with facilities to ensure that after-hours air-conditioning and lighting requirements are in place for after-hours functions
• Process car parking booking requests for permanent and/or casual bookings
• Issue access cards, including entering into the system and handling any relevant paperwork
• Collect and/or receive local and international courier deliveries, receipting in register and contacting relevant staff
• Build and develop effective client / stakeholder relationships across multiple levels of the organisation
• On-site key point of contact for Facilities in the client’s premises
• Fulfil any ad-hoc requests promptly and efficiently to support the facilities team or (client) business
• Ensure any faults or defects are recorded and reported to facilities team to ensure an outstanding client experience is maintained
• Procurement & Vendor Management
• Assist the facilities team in the management and induction of all contractors on site to ensure they perform to the required standards
• Assist in the procurement of vendors and services as required
• Finance Management
• Ensure all invoices, as relate to the operation of reception and mailroom are appropriately processed and tracked
• Assist in financial processes for facilities management team, to ensure that all financial management requirements are completed in a timely and accurate manner
• Ensure prompt and accurate management of purchase orders in the financial system, as required
• Health & Safety Management
• This role has the responsibility and duty of care to work safely, taking reasonable care to protect their own health and safety and that of fellow workers and visitors and to comply with the requirements of the health and safety guidelines, policies and rules.
• Site Operations Management
• Assist in the implementation of Industry Best Practice operations
• Seek ways to constantly reduce costs and improve operational standards
• Occupancy planning – assist with updating of seating plans and new joiner seat assignment as required
• Maintain premises in neat and good working condition at all times
• Assist with reporting and follow up of building management issues
• Management of WHS including warden and first aid lists/ supplies
• Maintain access control and key register, allocations and supplies, as required
• Assist with facilities reporting and administration requirements
• Risk Management
• Assist in the implementation and management of the property risk management program
• Support the implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation procedures and incident reporting procedures
• Adhere to Jones Lang LaSalle’s business conduct by ensuring compliance with the firm’s guidelines, procedures and strategies
• Achieve Key Performance Indicators and Service Level Agreement targets for reception and support these targets for the facilities management team

Employee Specifics

Sound like you? Why don’t you apply? To apply you need to be: –

A motivated self-starter with a proven track record of successfully delivering best practice and quality to their client.

• Prior experience in reception required
• Prior experience in facilities, property management, hospitality or related field preferred
• Must present a professional and friendly corporate image to clients
• Ability to interact well within a team
• Ability to learn new systems quickly
• Ability to confidently interact with all levels of the organisation from CEO to cleaning contractors
• Self-motivated
• Minimum twelve (12) months experience in a corporate environment
• Understanding of basic technical aspects of property (Computer Room Air-conditioning, Chiller system, Fire Protection system, Mechanical & Electrical system, BMS system) is advantageous

Critical Competencies for Success

• Client Focus & Relationship Management
• Demonstrates proactive & professional approach to customer service and stakeholder engagement
• Ability to interact with a wide range of client staff, including senior levels
• Ability to manage conflict and balance between client and firm requirements
• Has a customer service oriented attitude
• Project Management & Organizational Skills
• Excellent planning & organizational skills to prioritize work and meet tight deadlines
• Proven ability to manage multiple and complex operational matters on a daily basis
• Problem Solving & Strategic Thinking
• Capacity to deal with ambiguity and solve complex problems effectively
• Analytical, proven ability to solve problems using a quantitative approach
• Proven ability to employ holistic approaches long term solutions
• Firm First Mindset
• Able to cooperate and work well with others to meet targets
• Support the team effectively as and when needed
• Proven ability to commit to flawless execution while complying with firm’s procedures and standards
• Client Focus & Relationship Management
• Able to interact with the general client staff & vendors with ease
• Ability to manage conflict and conflicting priorities
• Demonstrates ability to work with vendors to deliver efficient services
• Demonstrates proactive & professional approach to customer service
• Has a customer-oriented attitude
• Project Management & Organizational Skills
• Proven ability to manage multiple and complex operational matters on a daily basis
• Demonstrates ability to prioritize and manage the completion of tasks in an efficient and timely manner

Key skills

• Problem-solving skills and capacity to deal with ambiguity
• Ability to effectively deal with stressful situations
• Able to work independently
• Self-motivated; confident & energetic
• Flexible – able to adapt to rapidly changing situations
• Goal-oriented – able to focus on meeting all performance targets
• Strong communicator – good presentation skills and possesses strong verbal & written communication skills (English); also an active listener
• Exhibits honesty & trustworthiness

Location:

On-site –Seoul, Korea, Republic of

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!

About JLL –

We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

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.