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