Receptionist Intern

Title: Part Time Receptionist (4hours daily)

Business Unit: Integrated Facilities Management - Workplace Management

Reporting To: Facilities Manager

Key Stakeholders: Client Staff, Specialized vendor staff

Overall Role:

The Receptionist plays a pivotal role in providing authentic service experiences that bonds the relationship between JLL, our client and their employees and guests.

As the first point of contact at Reception you are responsible to cover the reception duty which involves the Welcoming employees genuine hospitality and thoughtful services. You will maintain smooth operations by providing administrative support and execution of duties to the highest standards in conjunction with the guidelines and goals set by our Client & JLL.

Be agile and step up to the challenges change management, being ever-supportive of client needs.

What this job involves:

Phone Operations

• Answer and route calls promptly and professionally
• Manage general email inquiries
• Handle press inquiries and difficult callers appropriately in accordance with the client protocols
• Ensure data protection and information security

Visitor Management & Access Control Support

• Greet and direct visitors, contractors, and employees
• Manage sign-in/out procedures and issue temporary passes
• Aid with building and office access, lockers, and meeting room bookings
• Provide personable and efficient visitor registration services.
• Liaise with security for ID Card issuance and recovery as per client process.
• Enhance safety and security of our client's facility by management of visitor movement.
• Assist with the emergency response plan to ensure safety of client and guests when necessary.
• Coordinate with client departments for Help Ticket management and non-routine activities

Conference Meeting Room Booking

• Assist stakeholders with meeting room bookings to ensure a delightful experience.
• Enhance user comfort by efficient turnaround of meeting rooms for next occupant.

Mail Delivery Services

• Organize receipt and deliveries of mail and courier services.
• Manage mail distribution records and mail logs.
• Manage incoming and outgoing mail
• Coordinate courier services and maintain business account status

Event Management

• Prepare meeting rooms according to business requirements
• Assist with AV system setup and monitor room conditions
• Support event organizers with logistics and equipment

Corrigo / Helpdesk ticket management

• Liaise with requestor and internal team to get the deliverables aligned.
• Keep a track of CORRIGO tickets that are open through to closure and once closed seek feedback from employees.
• Attempt to elevate the Customer Satisfaction scores with pro-active responses and support.

Vendor and Landlord Management

• Coordinate with Vendor and Landlord if there is any concern in the office
• Process Vendor Building Permits and send to Landlord for approval
• Assist Vendor and Landlord as required

Role Competencies:
Competency 1: Experience in Reception Services

Competency 2: Communication and Comprehension Skills

Competency 3: High-analytical

Competency 4: Proficient in Microsoft and Systems