Facilities Coordinator/Receptionist

JLL; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Employee discounts

Maternity leave

Private health insurance

Social club

Employee assistance program

Novated lease

Volunteer time off

Career opportunities

Premium offices

Job summary

JLL Australasia is seeking a Facilities Coordinator/Receptionist to welcome visitors and keep our workplace running smoothly. You'll manage front-of-house duties, coordinate mail, supplies, and basic building services, and support vendors to ensure a safe, productive environment.

The role requires strong administrative skills, proficiency with Word, Excel, Outlook and PowerPoint, and the ability to multitask in a fast-paced corporate setting.

Qualifications

• Experience in front-of-house or facilities coordination roles.
• Strong communication and organisational skills.
• Proficiency with Word, Excel, Outlook and PowerPoint is expected.

Responsibilities

• Serve as primary point of contact for visitors, contractors and guests.
• Manage visitor registration, sign-in, NDAs and site access records.
• Coordinate inbound/outbound mail and parcel handling.
• Oversee provisioning of office supplies and kitchen consumables.
• Coordinate routine facilities services and liaise with vendors.
• Process invoices for workplace services and monitor budgets.
• Support team meetings, events and workplace activation activities.
• Assist with office moves, workstation setups and equipment deployment.
• Maintain operational trackers and performance metrics.

Skills

Reception experience

Customer service

Vendor coordination

Organisational skills

Education

Bachelor's degree in Business/Facilities Management

Tools

Microsoft Office

Job description

Shaping the future of real estate for a better world

At JLL, we see a Brighter Wayforward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.

We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.

JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.

What this opportunity involves

As a Facilities Coordinator/Receptionist at JLL, you'll be the welcoming face of our workplace while ensuring seamless day-to-day operations behind the scenes. This dual role combines professional front-of-house service with comprehensive facilities coordination, supporting a workplace environment where everyone is empowered to thrive. You'll manage visitor experiences, coordinate essential workplace services, oversee vendor relationships, and support operational logistics that keep our teams productive and our spaces running smoothly. At JLL, we are collectively shaping a brighter way—for our clients, ourselves and our fellow employees—and this role sits at the heart of that experience. You'll work closely with operations teams, building management, and service providers to maintain a safe, welcoming, and efficiently run workplace that reflects our commitment to excellence and collaboration.

An overview of the role

• Serve as the primary point of contact for all visitors, contractors, and guests, delivering a professional and welcoming front-of-house experience that sets the tone for our workplace culture.
• Manage visitor registration, sign-in processes, non-disclosure agreements, and site access administration, including badge management, access pass requests, and maintaining accurate records for employees, visitors, and temporary personnel.
• Coordinate inbound and outbound mail, courier services, and parcel handling while maintaining an organised and professional reception environment.
• Oversee the provisioning of office and employee supplies, including consumables, stationery, kitchen supplies, and food and beverage services, monitoring inventory levels to ensure uninterrupted operations.
• Coordinate routine facilities services and maintenance activities such as cleaning, HVAC systems, indoor plant maintenance, coffee and kitchen services, and other scheduled workplace maintenance, acting as liaison with vendors to ensure quality and timely resolution.
• Validate and process invoices for workplace services, supplies, and vendor-provided goods, tracking payment status and supporting budget management through accurate record keeping.
• Support the Operations team with logistics for team meetings, workshops, visitor coordination, employee engagement activities, and workplace activation programmes that strengthen our culture of collaboration.
• Assist with workplace logistics including office moves, workstation setups, ergonomic assessments, and equipment deployment in partnership with Operations and IT teams.
• Maintain operational trackers, reporting tools, and performance metrics covering front-of-house services, budget tracking, expenditure reporting, and vendor performance scorecards.

Sounds like you? This is what we are looking for

• Demonstrated experience in reception, front-of-house services, or facilities coordination roles with proven ability to multitask across various duties.
• Proficiency in desktop applications including Word, Excel, Outlook, and PowerPoint with strong keyboard and computer skills.
• Strong verbal and written communication skills with excellent presentation abilities and active listening skills.
• Knowledge of building services and general building maintenance operations.
• Highly organised with excellent planning skills and attention to detail, able to manage competing priorities in a fast-paced environment.
• Proven ability to work independently and collaboratively as part of a team, maintaining confidentiality and professionalism at all times.
• Client-focused mindset with a passion for service excellence and building positive relationships with diverse stakeholders.
• Formal tertiary qualifications in Management, Business, Operations or Project Management, Building or Facilities Management, or related discipline (preferred).
• Experience coordinating vendor relationships and service providers in a corporate or commercial environment (preferred).

Benefits

• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Paid time off for volunteer work
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

What you can expect from us

You'll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

As an organisation, we don't just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.