Receptionist, Facilities Coordinator @ JLL

JLL empowers you to shape a brighter way.

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.
• Data Integrity: Maintain updated Microsoft Teams ledgers, upload backups to OneDrive, and prepare monthly internal audit reports to ensure full traceability of financial transactions.
• Expense Support: Handle T&E reimbursement document scanning, registration, dispatch, and tracking; coordinate AIA medical paper reimbursement collection and initial reviews.

Front Desk & Employee Experience

• 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.
• Meeting Room Logistics: Coordinate bookings for interviews and meetings, track hourly usage vs. system data, and provide AV setup/link testing support for large events.
• Amenities Management: Curate "Energy Station" offerings (eg. tea breaks/fruits/yogurt), manage shared workspace cleanliness , and organize seasonal office decorations.

Visitor Management

• 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 & Vendor Management

• Environment Control: Conduct daily inspections of shared workspaces, cleaning quality, greenery, pest control, and air purification systems. Oversee quarterly AC cleaning/disinfection projects (DR) and filter replacements.
• Maintenance Coordination: Manage repair requests by triaging issues, assigning vendors/property management, supervising on-site repairs to minimize disruption, and verifying completion.
• Asset & Inventory Management: Perform quarterly fixed asset inventories and tag audits. Manage sample room organization, daily inventory checks, and monthly stock-taking. Oversee shared stationery, umbrellas, and emergency supplies.

Reporting & Compliance

• Data Analytics: Compile monthly workload data, attendance rates, courier KPIs, and project progress into comprehensive PowerPoint presentations for management review.
• Visa & Travel Support: Assist employees with visa applications, material review, and submission for international travel.
• Logistics: Manage domestic/international courier shipments, print labels, track logistics, and handle incoming sample deliveries.

Concierge Service

• Concierge service with local expertise and insider knowledge.
• Manage transportations request from visitors and employees.

Corrigo System

• Support on site WO in Corrigo
• Support AFM to keep WO in SLA to ensure KPI score

Candidate Specification

• Bachelor’s degree or above; major in Business Administration, International Trade, or Facility Management.
• Minimum of 3–5 years of experience in administrative/facility roles within multinational corporations (MNVs).
• Proven experience managing multi-site operations (e.g., covering different cities/offices) is highly preferred.
• Advanced proficiency in Microsoft Excel for data tracking and reporting; strong PowerPoint skills for executive summaries.
• Hands-on experience with procurement systems and expense tools
• Familiarity with facility maintenance workflows, vendor SLAs, and health & safety standards.
• Good communication skills to liaise effectively with diverse groups: senior leadership, junior staff, external vendors, and government entities.
• Rigorous approach to financial data accuracy and physical environment standards (5S/Cleanliness)
• Anticipate needs during peak periods (e.g., town halls, holidays) and resolve facility glitches before they impact business continuity.

Location

On-site –Guangzhou, GD

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.