Part time Receptionist / Administration assistant (jll)

Job Description

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Part time Receptionist / Administration assistant – FCDO

Role Summary

As a receptionist this role will be acting as the first point of contact for all staff, contractors and visitors attending site, projecting a professional and welcoming image of the client and providing a wide range of support services to departments at post to ensure their effective an efficient operation.

This role includes Reception duties (allocation of 50% working capacity),

Assisting in Property Management (SRP) and inventories, assisting in PPM coordination, and general office administration.

Key Responsibilities

• Welcome visitors by greeting them in a warm, courteous and friendly manner, seeking to anticipate their needs.
• Manage sign-in process for vendors and visitors with professionalism and hospitality.
• Answers incoming calls in a professional manner, transferring them where appropriate and/or answering any enquiries.
• Ensure prompt and appropriate follow up action is taken where necessary with regards to messages or enquiries noted.
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• Efficiently manage all meeting room calendars and incoming booking requests.
• Ensure that rooms are prepared and cleared before and after all meetings.  
• Assist in the organisation of any requirements for room bookings including catering requests.
• Arrange taxis for client staff and visitors as requested.
• Distribute mail to mail boxes.
• Maintain internal directories and the reception manual, updating regularly as business changes occur, with FCDO liaison.
• Logging and reporting Health and Safety issues and technical faults.
• Proactively look for areas for improvement.
• Ensures security and confidentiality measures are always adhered to.
• Manage the visitors email inbox, responding to emails accurately and efficiently.
• Issue visitors badges for temporary and permanent staff.
• Maintain the security sign-in book.
• Carry out site induction for contractors.
• Carry out daily and weekly EPS check and record the checks.
• Carry out  incident/bomb alarm test and record the checks.
• Fire Warden duties, reporting to FCDO the monthly inspection.
• Record monthly waste collection.
• Manage stationery stock, including inventory checks, new orders, processing of invoices.
• Manage JLL internal orders.
• SRP Administrative support to FM, including search for new properties, checking and update of furniture and FLOAT inventories, administration of SRP related documents to Teams and Virtual Library and other.
• Administrative support with maintaining and updating FCDO official inventories.
• To assist in covering the responsibilities of other team members in times of absence, sickness, or holiday cover.
• Provide administration support to the FM team at Posts with any other administration functions that arise.
• In special cases, it may be necessary to perform other tasks than those described above as per the request of the direct supervisor. These cases need to be discussed in detail preliminary.

Skill & Experience

• Previous experience within a customer service environment providing reception services to the highest standard.
• Good working knowledge of MS Word, Excel & Outlook.
• Excellent verbal and written communication skills.
• Excellent spoken English and local language.
• Professionalism and competency when interacting with clients, visitors and answering incoming calls.
• Ability to handle complex instructions.
• Excellent computer skills and the ability to learn new systems and platforms.

What do we offer

We are offering a part-time 6-month contract with the possibility of an extension. In this role, we would like the candidate to work for 20 hours per week with flexibility in the schedule.

Our Total Rewards program reflects our commitment to helping you achieve your ambitions in career, recognition, well-being, benefits, and comprehensive salary.

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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!

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.