Business Support, Facilities Support

About This Role

This role combines facilities coordination with receptionist duties, overseeing the daily operations and strategic management of office facilities while also managing front desk activities and providing administrative support. It suits an individual who can maintain a safe and efficient workplace and manage visitor interactions.

Responsibilities

• Maintain asset registers and track office equipment and furniture
• Oversee overall facilities operations and strategy for the office/portfolio with office layouts and floor plan updates
• Lead space planning initiatives, workplace optimization, and utilization analysis with moves/adds/changes
• Develop and implement facilities policies, procedures, and best practices
• Manage vendor relationships and negotiate service contracts
• Oversee multiple service providers (cleaning, security, maintenance, landscaping, pest control)
• Conduct vendor performance reviews and ensure compliance with SLAs
• Manage facilities budgets and cost optimization initiatives
• Coordinate building maintenance, repairs, and reactive issues
• Conduct regular facility inspections and safety checks
• Manage access control, keys, and security systems
• Oversee pantry supplies, office supplies, and consumables
• Oversee preventive and reactive maintenance programs
• Coordinate major building projects, refurbishments, and fit-outs
• Manage building systems (HVAC, electrical, plumbing, fire safety)
• Ensure business continuity and emergency preparedness
• Maintain first aid supplies and safety equipment
• Ensure compliance with local regulations, building codes, and JLL standards
• Conduct risk assessments and implement safety improvements
• Manage incident reporting and corrective actions
• Coordinate fire safety drills and emergency response procedures
• Process facilities-related invoices and purchase orders
• Maintain facilities documentation and records
• Support office events and setup requirements
• Greet visitors and manage visitor registration/sign-in process
• Issue visitor passes and notify employees of guest arrivals
• Answer and direct incoming calls professionally
• Manage meeting room bookings and ensure rooms are prepared
• Handle incoming and outgoing mail, courier services, and package deliveries
• Maintain reception area cleanliness, presentation, and organization
• Update reception displays, signage, and communication boards
• Coordinate catering orders for meetings and events