Receptionist/Facilities Assistant
Jones Lang LaSalle, IP, Inc
Bucharest, ROU
8 zile în urmă

We are looking for a Receptionist - Facilities Assistant for our Integrated Facilities Management business line.

About JLL

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

If you’re looking to step up your career, JLL is the perfect professional home. At JLL, you’ll have a chance to innovate with the world’s leading businesses, put that expertise into action on landmark projects, and work on game-

changing real estate initiatives. You’ll also make long-lasting professional connections through sharing different perspectives, and you’ll be inspired by the best.

We’re focused on opportunity and want to help you make the most of yours. Achieve your ambitions join us at JLL!

Role Purpose

We currently have an exciting opportunity for a Receptionist-Facilities Assistant based in Bucharest. The Receptionist-Facilities Assistant is a key role reporting directly to the Facilities Manager.

In this role you would be responsible for providing support to ensure facilities services are delivered in an effective and efficient manner.

This role would be ideally suited to someone who is able to demonstrate a high level of security awareness at all times and have knowledge of emergency evacuation procedures and Health & Safety.

Customer Service :

  • Provide front of house and reception services for the client directly.
  • Handling the client’s reception duties with care, commitment and always in a courteous manner.
  • Managing and responding to the client’s customer’s requirements and requests to ensure a high level of customer support to the JLL clients.
  • Anticipate, welcome and announce visitor arrivals.
  • Management of visitor access cards and signing in.
  • Telephone enquiries (internal & external).
  • Distributing calls throughout the building, taking messages if necessary and e-mail relevant individuals without delay.
  • Handle couriers and post deliveries and collections.
  • Keep reception area neat and tidy.
  • Check e-mails each morning and react accordingly.
  • Preparing, printing, binding and archiving, when necessary, all company documents and reports.
  • Maintaining accurate and efficient management information systems.
  • Book taxis in line with the client’s policy and procedures.
  • Ensure all activities are carried out are in accordance with Health and Safety policies.
  • Support with events
  • Note in exceptional circumstances there may be a requirement to assist with other ad hoc duties for the client off reception.
  • Greet, assist and direct candidates / new hires / visitors and the general public to the appropriate staff member
  • Receive, direct and relay telephone, email and other queries
  • Administration of parking spaces for visitors, employees
  • Arrange taxis for client staff and visitors as requested
  • Book onsite meeting rooms and hospitality as per client requests and according to site procedures
  • Booking both domestic and international couriers
  • HSE, Security & Quality :

  • Liaise with site managing agent and site security.
  • Demonstrate permanent high level of security awareness, knowledge of emergency evacuation procedures, procedures for visits from local authorities as well as general Health & Safety
  • Issuing of ID and access badges for new hires / vendors / visitors and maintaining record of same.
  • Monitor and maintain office and badge consumables in line within agreed stock levels.
  • Maintain the security sign-in book
  • Carry out site induction, for new starters, act as the first line of support for any concerns raised as a result of online DSE assessment.
  • Understand & actively support JLL’s Quality Management program
  • Site Operations :

  • Conduct daily laboratory, meeting room and office checks as required by Facilities Manager
  • Prepare & serve hot beverages, layout & clear away catering as required
  • Manage all the requests on the Facilities helpdesk and liaise with service providers
  • Handle / Assist with incoming and outgoing mail enquiries according to the existing procedures
  • Assist in coordinating the repair and maintenance of office equipment and in the ordering in of office supplies.
  • Keep accurate and update records of seating plan
  • Ensure accurate and detailed hand over is planned & passed on (for tasks for within responsibility), if absent from the business.
  • Assist and monitor to ensure all building procedures and performance measures are maintained at all times
  • Reporting all technical faults and contact vendors
  • 24 / 7 emergency call support and site attendance is required
  • Procurement & Vendor Management

  • Support vendors including hard and soft skills to deliver services on time and within budget
  • Support vendor procurement processes in accordance with agreed client procurement guidelines as well as Jones Lang LaSalle procurement best practices
  • Sound like you? To apply you need to be able to demonstrate the following skills and experience :

  • Ability to interact with all members within the company & handle a busy telephone and customer facing reception desk.
  • Ability to handle multiple requests and work in a fast-paced office environment.
  • Ability to accurately complete tasks assignments & responsibilities in timely manner.
  • Responsive to customer requests in an empathetic, supportive and productive manner
  • Must remain calm, courteous and polite in all circumstances
  • Basic technical knowledge / understanding
  • Able to work within a team
  • Able to work on own initiative
  • Able to fit within the company culture
  • Able to adapt to a fast pace and demanding environment
  • An excellent communicator, both verbal and written
  • Proficient in Outlook, Word and Excel is essential
  • Educated to GCSE level with a minimum of grade C in English and Maths
  • What you can expect from us

    You’ll join an entrepreneurial, inclusive culture. One where we succeed together across the desk and around the globe. Where like-

    minded people work naturally together to achieve great things.

    Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, wellbeing, benefits and pay.

    Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sights and imagine where JLL can take you...

    Apply today at jll.com / careers.

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    This information may include, for example, the internet browser you are using, your access device’s operating system, the language in which that system presents information to you, your IP (Internet Protocol) address, the web search that took you to the JLL website, the web pages and advertisements displayed to you, and the links you click on.

    For additional details please see JLL's Global Privacy Statement or our career site pages for each country.

    For employees in the United States, please view our Equal Opportunity and Information Security disclaimers here.

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