Reception / Facilities Coordinator

JLL; Shah Alam; On-site; MYR 33,000 - 60,000; Full time

Job summary

JLL is seeking a Facilities/Reception role in Shah Alam, Malaysia, reporting to Regional FM. You will provide front desk service, handle inquiries via phone and email, and coordinate facilities support for employees and clients.

You will build strong relationships with stakeholders, ensure a safe and tidy reception area, and assist with event setups and vendor coordination. This role involves day-to-day operations, reporting, and coordination with the regional finance team.

Qualifications

• Provide high standards of front desk service, telephone and email communication.
• Respond to inquiries and resolve issues promptly.
• Attend to employee inquiries and concerns regarding facility issues.
• Ensure all requests are timely met.
• Build relationships and be the JLL go-to person for stakeholders, associates, landlord and client.
• Manage Client & stakeholders satisfaction through facilities management and workplace engagement activities.
• Provide event and meeting room setup and catering support.
• Liaise with courier services and daily mailbox tasks.
• Create Work Orders in Corrigo and ensure timely closure within SLA.

Responsibilities

• Build relationships with stakeholders and act as the JLL go-to person for facilities & workplace support.
• Ensure reception, common areas and meeting rooms are tidy and hazard-free.
• Prepare and coordinate event setups, catering and meetings.
• Monitor procurement and vendor compliance with contract terms and client processes.
• Collaborate with regional finance for monthly accruals and budgets.
• Maintain HSSE documentation and ensure permits to work are submitted for approvals.
• Generate monthly operations reports and track O&M metrics.

Skills

Front desk service

Phone & email communication

Issue resolution

Stakeholder liaison

Facilities management

Event setup

Vendor coordination

Budget tracking

HSSE adherence

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.
• Daily mailbox check. Liaise courier service.
• 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.