Receptionist and Admin

JLL; Provinsi Bali; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading global real estate services firm in Indonesia is seeking a Helpdesk Management professional to greet visitors, manage conference rooms, handle invoicing, and oversee office facilities. The ideal candidate should be proficient in vendor management and possess strong organizational skills. This role requires effective communication and multitasking abilities in a dynamic office environment.

Responsibilities

• Greet external visitor and internal staff with high degree of professionalism and courtesy.
• Answering incoming call and receiving incoming mails.
• Handle walk-in enquires, guest wireless assistance and visitor pass.
• Manage badging process, new hire badges and coordinate with system vendor.
• Act as administrator for conference rooms throughout the portfolio.
• Ensure conference rooms are cleaned on a regularly scheduled basis.
• Provide initial review and coding of FAcOps invoices for invoicing management.
• Manage postage, local / foreign courier in and out.
• Manage the vendor relationship and monitor vendor’s supplier.
• Coordinate with third party vendor to facilitate supply, service calls & preventive maintenance.

Job description

Helpdesk Management

• Greet external visitor and internal staff with high degree of professionalism and courtesy
• Answering incoming call and receiving incoming mails
• Sort and distribute all incoming mail and overnight packages
• Handle walk-in enquires, guest wireless assistance and visitor pass
• Manage badging process, new hire badges and coordinate with system vendor

Conference Room and Event

• Act as administrator for conference rooms throughout the portfolio
• Ensure conference rooms are cleaned on a regularly scheduled basis
• Regularly inspect furniture for damage and repair/replace furniture, as needed
• Assist with catering ordering, setups, event planner and ordering, as required

Financial Management

• Provide initial review and coding of FAcOps invoices for invoicing management
• Review, scan and forward invoice to FCS/account payable, as required
• Capture payment info, spreadsheet and data control
• Payment Document Filing
• Troubleshoot resolution of vendor invoice billing
• Coordination with Vendor for quotation and invoice received

Office Facility Management

• Business card ordering and delivery
• Office and equipment keys maintenance and management
• Manage postage, local / foreign courier in and out.
• Inventory and stocking of office and tea point supplies, where applicable
• Maintain up-to-date Emergency contract information list with work, home and cell numbers

Vendor Management

• Manage the vendor relationship and monitor vendor’s supplier
• Acknowledge receipt ordered items from the vendors and bill from landlord
• Assist in vendor set up and request of Public Liability insurance certificate.
• Facilitate supply of office stationery, pantry supplies, stock medicine cabinets and etc.
• Coordinate with third party vendor to facilitate supply, service calls & preventive

maintenance of network printer/MFD

Property Maintenance Coordination

• Office maintenance work coordination with landlord and contract vendor
• Assist in yearly fire drills exercise and communication with internal floor wardenCoordinate after-hour HVAC request, where applicable

Move/Add/Change/events

• Assist in provide support need to complete move and coordinate and verify set up requirements

Other duties as assigned

Other duties as assigned