Receptionist, Facilities Coordinator @ JLL

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Our people at JLL and 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.

Overall

The Front Office Executive (FOE) plays a pivotal role in providing authentic service experiences that bonds the relationship between JLL, our client and their guest.

As the first point of contact at Reception they are responsible for welcoming employees with genuine hospitality and thoughtful services. FOE’s maintain smooth operations by providing administrative support and execution of duties to the highest standards.

Site Operations

• Create a comfortable, welcoming, and hospitable experience for employees and their guest.
• Boost agility in the workplace by managing up-to-date visitor information.
• Handle internal & external calls and correspondence
• Anticipate client needs through observation to create memorable experience.
• Adhoc responsibilities assigned by Assistant Facilities Manager.

Customer Service

• Foster a sense of community and create happiness at work for our team, our client, and their guest.
• Creating a welcoming environment for clients, (internal/external) customers by providing authentic, caring and timely service.
• PO & Invoice Processing: Manage Indirect PO receiving and BPCS invoice verification. Coordinate with suppliers for service confirmations, verify amounts/tax types against OP plans, and submit to AP.
• Audit Support: Prepare documentation for internal and external audits. Maintain accurate tracking forms, Spending Reports, and ETD Data Collection Worksheets. Perform monthly reconciliation of CHK EPR data and backup to OneDrive.
• Expense Support: Handle T&E reimbursement document scanning, registration, dispatch, and tracking; coordinate AIA medical paper reimbursement collection and initial reviews.

Front Desk & Visitor Management

• Reception Service: Provide professional reception for external visitors, interviewees, and government officials. Manage visitor logs and statistics.
• Communication Hub: Calls answering, categorize inquiries by department, and calculate answer rates. Update internal contact directories regularly.
• Provide personable and efficient visitor registration services.
• Ensure regulatory compliance in managing visitor access through clients Visitor Management Systems (VMS).
• Enhance safety and security of our client’s facility by management of visitor movement.
• Execute emergency response plan to ensure safety of client and guest when necessary.

Facility Operations & Maintenance Management

• Utilize SAMS system to log, track, and close repair requests. Coordinate with maintenance teams for timely resolution of issues affecting office or factory operations
• Conduct daily checks on elevators and freight lifts. Perform weekly inspections of meeting rooms, offices, restrooms, changing rooms, showers, yoga rooms, staff activity areas, canteen, laundry, and pantries to ensure hygiene, lighting, and equipment functionality.
• Oversee service providers for cleaning, pest control, landscaping, water filtration, and waste disposal. Monitor contract performance and verify service quality before payment approval.
• Handle MOC (Management of Change) processes for new equipment installation or replacement. Conduct quarterly fixed asset inventories and tag audits. Supervise project acceptance for public area renovations and landscaping works.

Administrative Support & Employee Service

• Event & Meeting Support: Arrange catering (tea breaks, guest meals) and conference room setups (AV testing, name cards, seating) for important meetings and events.
• Office Supply & Amenities: Manage procurement and distribution of office supplies, safety awards, and consumables. Track logistics for incoming materials.
• Transportation & Logistics: Coordinate shuttle bus routes and schedules. Manage courier services and mail distribution.
• Signage & Onboarding: Produce door plates, name tags, and seat labels. Assist with new employee onboarding logistics regarding seating and access badges.

EHS & Safety Compliance

• Safety Protocols: Ensure compliance with EHS standards by updating evacuation maps, managing PPE inventory, and reporting safety incidents or risks via designated systems.
• Risk Manage: Report facility-related accidents or safety risks immediately to relevant departments and document them in required systems.

Candidate Specification

• Bachelor’s degree in Business Administration, Accounting, Engineering, or related fields.
• Minimum of 3 years of experience in facility management within a manufacturing/industrial setting combined with administrative finance duties.
• Proven experience handling high-volume invoice processing and ERP/SAP/BPCS systems.
• Proficient in Microsoft Excel (advanced formulas, pivot tables) for data reporting and reconciliation.
• Hands-on experience with CMMS/Facility Systems (e.g., SAMS) and Procurement Platforms.
• Familiarity with industrial facility components (elevators, HVAC, canteen hygiene standards, EHS protocols).
• Ability to spot discrepancies in large datasets (invoices, spending reports) and maintain audit-ready documentation.
• Effective liaison between finance, facilities, HR, and operational teams to resolve conflicts and expedite processes.
• Meticulous approach to physical inspections (cleanliness, safety hazards) and digital record-keeping.

Location

On-site –Hefei, AH

Job Tags

Facility Operations, Guest Service

If this job description resonates with you, we encourage you to apply, even if you don’t meet all 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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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 [email protected]. 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.