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JOB DESCRIPTION

TITLE

Facility Coordinator cum Receptionist

BUSINESS UNIT

IFM

REPORTING TO

Facility Manager

POSITION GOALS

Assist the Facility Management team in the delivery of services especially all help desk issues & user services.To assist in the maintenance of the premises including any designated financial, maintenance, procurement, and asset & vendor management.Develop an understanding of and sound working relationships with key representatives of the client and key suppliers/service providers with whom you operate in support of the site.Specifically manage the role of the receptionist, the office assistants.

DUTIES AND RESPONSIBILITIES

Reception & Front Desk Management

Manage the receptionist in the discharge of the front office duties such as;

Receptionists to project a friendly and welcoming image to Client’s visitors Assist visitors to determine the purpose of their visitIssue visitors with pass as per categorization accordinglyMaintain Log-book to record visitors name Notify host/alternative contact of visitors arrivalInvite visitors to take a seat at the waiting areaAdhere to Client’s/JLL’s predefined dress codeEnsure that reception area is kept tidy at all timesManage bookings of meeting roomsManage incoming and outgoing mails Place Client’s corporate literature neatly in waiting areaHandle all incoming calls to ClientsCalls are answered with appropriate greeting; Calls are answered within 3 rings  No client should complain of dropped calls, except for technical faultFacilitate the booking of Meeting RoomDivert all calls as requested during Emergency or Practice Drills; Receive all in-coming mails and parcels and sort by department and place within ‘pigeon hole’ for collection by respective departmentCoordinate for courier/dispatch to collect the completed forms (by individual departments) and goods to be delivered outMaintain logs for monthly cost reconciliation by financeReceive calls from end-users on ad-hoc requests and maintain recordsAssist with Booking hotels/ travel including air ticket, car rental.Assist with Visa/work permit for client’s customerReconciling invoices from courier services with monthly dispatching list & request for payment;Checking & refilling stationery stock and requesting for payment monthly;Archived File keepers: Keeping records, making requests for retrieval delivery/pick-up, new carton pickup, as well as payment every month;Keeping records of all moving asset docsAny other assignments from Facility Manager.

Corporate Amenities

Oversee pantry services, presentations and staff events   Manage kitchen equipment inventory and maintenanceEnsure the general cleanliness of the office and the management of the Janitorial teamManage user motobike park applications with Building LandlordManage fleet management & act on user feedback  Procurement of copier refills, office equipment [non IT equipment] and plants for the office

Management & Administration

Manage offsite record management operations including documents collection & retrievalReview and spot-check your areas of responsibility to ensure that suppliers/service providers are meeting contractual obligations to the client.Assist with detailed floor inspections on a routine basis.Monitor the Help Desk system as it effects your area & ensure that rectification works are recorded & action-ed in a timely mannerEnsure your aspects of the working environment meet all requisite OH&S Standards.To ensure the smooth running of meetings &/or events  Assist with Business Unit relocations or ‘ad hoc’ projects.Assist with critical out-of-hours issues & participate as a key team member in response to emergency situationsIf appropriate, liaise closely with the client on-site representatives to address problems and/or enhance working environment performanceClearly document & communicate all client expectations to the balance of the FM teamWork collaboratively with colleagues both within the Schneider Electric account & in the wider Jones Lang LaSalle networkEnsure general administrative activities under your control are conducted in a timely and efficient mannerAssist with any other duties as assigned by the Facility Manager on a “need be” basis.Manage all related contracts and its administration and renewals including the calling of tenders KEY PERFORMANCE MEASURES

In your area of responsibility: -

Uninterrupted site operationsClient SatisfactionContinuously improving service

EMPLOYEE SPECIFICATIONS

KEY COMPETENCIESAdequate interpersonal skills to manage diverse range of service providers and Client representativesSound written and oral communication skillsAbility to manage multiple operational matters on a daily basisWorking knowledge of OH&S and BCA RegulationsProven capacity to understand and interpret commercial contractsCapacity to deal with ambiguity and seek guidance in areas of difficultyExperience in technical, facility management or project management activitiesSound computer skills in Microsoft Office

LEADERSHIP

PERSONAL EFFECTIVENESS

DECISION MAKING
 RELATIONSHIP BUILDINGCOMMUNICATIONRepresent Jones Lang LaSalle by behaving consistently with cultural and company requirements.Provide services to Schneider Electric in keeping with Schneider Electric’s cultural and company requirements.Work towards objectives unsupervised.Be willing to assist & mentor colleagues.Provide an effective contribution to the team’s delivery.Contributes via regular feedback, to the overall performance of the delivery team.Work towards individual targets, monitor and manage individual performance.Be able to make difficult decisions and resolve problems or improve operations.Actively search-out opportunities to achieve better or best results and increase the service delivery provided by Jones Lang LaSallePromote open, constructive and collaborative relations with superiors, subordinates, peers and clients.Gain respect of superiors, subordinates, peers and clients.Listen effectively and communicate through action and example. Have strong written and oral communication skills.

Location:

On-site –Ho Chi Minh City, Vietnam

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!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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