Reception / Facilities Coordinator

Jones Lang LaSalle Property Consultants Pte Ltd; Kuala Lumpur; On-site; MYR 40,000 - 67,000; Full time

Job summary

Jones Lang LaSalle Property Consultants Pte Ltd is seeking a proactive front desk coordinator in Kuala Lumpur to deliver excellent receptionist duties and responsive facilities support. You will handle inquiries, coordinate workspace needs, and ensure the office environment remains safe and well-organized.

You will build relationships with clients, landlords and colleagues, support workplace activities, and manage orders and reports to keep operations running smoothly.

Qualifications

• Experience in front desk or reception is required.
• Strong communication and customer service skills.
• Ability to respond to inquiries and resolve issues promptly.
• Experience with facilities management is a plus.

Responsibilities

• Provide high standards of front desk service, telephone and email communication.
• Respond to inquiries and resolve issues promptly.
• Attend to employee inquiries regarding facility issues.
• Ensure requests are timely met.
• Keep reception, common areas and meeting rooms tidy and hazard-free.
• Build relationships with stakeholders, associates, landlords and clients.
• Support workplace engagement activities and client satisfaction.
• Arrange event and meeting room setups and catering as needed.
• Manage stationery and pantry supplies.
• Create and manage Work Orders in Corrigo; ensure they are sent, closed and verified within SLA.
• Conduct monthly site inspections and vendor meetings.
• Generate Monthly Operations Report.
• Track Finance, PPM and Operations with up-to-date records.
• Ensure HSSE documents and vendor permits are compliant.
• Monitor contracts and procurement processes.
• Ensure vendors comply with client requirements.
• Monitor contract validity and follow up accordingly.
• Procure ad hoc services or items.
• Collaborate with regional finance on accruals and budgets.
• Maintain a safe and secure workplace per HSSE guidelines.

Skills

Front desk

Customer service

Communication

Tools

Corrigo

Job description

You will be reporting to the Regional FM and Your Responsibilities are:

• Provide high standards of front desk service, telephone and email communication.
• Responding to inquiries and resolving issues promptly
• Attend to employee inquiries and concerns regarding facility issues.
• Ensure all requests are timely met.
• Ensure the reception area, common spaces and meeting rooms are tidy and hazard free.
• Build relationships and be the JLL go-to person for stakeholders, associates, landlord and client.
• Ensure Client & stakeholders satisfaction through excellent facilities management as well as plan & support workplace engagement activities.
• Provide event & meeting room setup and catering requests support.
• Manage stationery & pantry supplies.
• Create Work Orders (Corrigo platform). Ensure all Work Orders are sent out, closed and verified within SLA time frame.
• Complete monthly site inspection & vendor meeting (one per month) as assigned in Corrigo.
• Generate Monthly Operations Report.
• Manage Finance, PPM (52 weeks) and Operation trackers: ensure details are accurately updated and current.
• Ensure all EHS documents and vendors’ relevant documents are valid and facilitate the submission of vendors’ Permit to Work for client & landlord’s approvals.
• Ensure vendors are compliant with JLL & client procurement processes and regulations as well as agreed contract.
• Ensure all contracts are monitored for validity and followed up accordingly.
• Procurement of ad hoc services or items when required.
• Work closely with JLL regional finance team on monthly accruals and budget management.
• Maintain a safe and secure workplace according to stipulated HSSE guidelines. Attend monthly EHS catchup meetings.
• Ensure escalation procedures and incident reporting procedures are implemented and maintained.
• Support client audits with accurate JLL facilities related documentation.