Receptionist cum Facilities Coordinator

Job description

MAIN DUTIES:

·  Visitor Guidance and Assistance:
·  Greet all visitors in a friendly and professional manner to determine their visit purpose
·  Promptly inform staff being visited
·  Guide visitors to correct destinations

Deliverers and Receivers Administration:

·  Ensure incoming/outgoing shipments to be handled by relevant staff. Ensure big shipments to be handled in pantry and packaging areas, not in reception area.
·  Ensure outgoing stuff to be fully packed / prepared and all relevant documents to be ready when receivers arrive in order to avoid delays at reception area
·  Immediately inform relevant staff about deliverers/receivers' arrival for fast and smooth delivery/receiving activities
·  Telephone Operator:
·  Greet all callers who dial for operator in Vietnamese/English with a standard professional greeting
·  Inform callers if enquired staff is not available and offer to re-direct the call to the relevant department or take a message
·  Pick up incoming calls immediately (not more than 4 rings)
·  Pick up disconnected call and offer to take a message
·  Ensure the telephone switchboard not to be left without attendant during working hours
·  Ensure all incoming calls to be transferred to required extensions - no long conversations are allowed on telephone switchboard

Incoming post:

·  To ensure all incoming post to be properly registered and distributed to correct receivers or nominees
·  To dispatch all incoming post within 20 minutes of their arrival at the reception, no deliveries to be left at the reception area

Outgoing post:

·  To have all paperwork required for outgoing post ready when couriers arrive to collect
·   To keep all receipt vouchers carefully
·  To prepare monthly report precisely and promptly by month end.

  

Reception Area and Meeting Rooms Administration:

·  Ensure the areas to be clean and tidy all the time - no deliveries to be left at the reception area
·  Keep reception desk clean and neat all the time
·  Keep all doors leading to the reception area closed all the time
·  Keep all meeting rooms, when not in use, locked all the time
·  Prepare and maintain clear and full records of meeting room and company equipment bookings
·  Ensure adequate refreshments to be provided to visitors or external / management meetings.

Administrative tasks:

·  Provide clerical support to other staff members in the office with good quality and in a timely manner: interpreting, payments to admin service providers, access card for staff, parking cards etc.

Ad-hoc tasks:

·  Company events
·  Shared some admin tasks as assigned
·  Perform other non-routine tasks as assigned by CM/Admin with good quality and in a timely manner

KEY CHALLENGES:

·  To make sure all incoming phone calls are transferred to the right people & the front office operation goes smoothly & effectively.
·  To maintain professional image of the company.
·  To complete assigned admin tasks & accept new responsibility and accountability within Admin Functions.

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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 employees in the United States, please see a fully 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 email us at Accommodation.Reques@am.jl..com . 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.