Receptionist

JLL; Penang; On-site; MYR 20,000 - 100,000; Full time

Job summary

A leading property management firm in Penang is seeking a Receptionist to manage front desk activities. This role involves greeting visitors, managing calls, coordinating meetings, and handling mail services. Ideal candidates should have a Certificate or Diploma in Business Administration and excellent English communication skills. Fresh graduates are welcome to apply.

Qualifications

• Minimum 1 year of relevant experience.
• Fresh Graduates may be considered as well.

Responsibilities

• Serve as the front-line representative ensuring a professional environment.
• Greet and assist all visitors, vendors, and clients.
• Manage incoming mail and courier services.
• Coordinate meeting room bookings and support meeting setups.

Skills

Excellent communication in English

Reception & Front Desk Management

Call Handling

Guest & Meeting Management

Education

Certificate or Diploma in Business Administration or related field

Job description

Scope of Work – Receptionist

The Receptionist serves as the front-line representative of the organization, ensuring a professional, welcoming, and efficient environment for all visitors, staff, and stakeholders. The scope of services includes, but is not limited to, the following responsibilities:

• Reception & Front Desk Management
• Warmly greet and assist all visitors, vendors, and clients, ensuring a professional first impression.
• Guide visitors to the appropriate person or location while adhering to visitor management protocols.
• Maintain a clean, organized, and welcoming reception area throughout the day.
• Maintain accurate and up-to-date visitor logs in accordance with site access and security policies.
• Issue visitor badges and ensure all guests are signed in and escorted when necessary.
• Serve as the main point of contact for general inquiries at the front desk, in person and via phone or email.
• Coordinating meeting room reservations upon request, swapping and cancellation of meeting rooms booked to be done accordingly upon request
• Assist or support Facilities Coordinator on day to day task.
• Call Handling
• Answer incoming phone calls promptly and professionally.
• Direct calls to appropriate personnel or departments.
• Take accurate messages and relay them in a timely manner when required.
• Guest & Meeting Management
• Assist with scheduling and coordinating meeting room bookings.
• Support meeting setup, including refreshments, amenities, and basic AV checks.
• Manage visitor badges and access passes as per security protocol.
• Mail, Shipping & Courier Services
• Receive, sort, and distribute incoming mail and deliveries to the right departments or individuals.
• Arrange outgoing mail and schedule courier pickups for both local and international shipments.
• Handle equipment transfers between sites or subsidiaries through international couriers.
• Prepare shipping documents and support customs clearance processes when required.
• Track shipments to ensure timely delivery and follow up on any delays or issues.
• Keep records of all incoming and outgoing shipments.
• Coordinate with courier providers and act as the main contact for any shipping-related matters.
• Office Amenities Support
• Assist staff on their enquiries on the space, building and amenities around..
• Access Management: Badges, Lockers & GFSC
• Coordinate with the GSAM team to manage employee badge issuance and deactivation.
• Assign and track temporary badges for new hires, contractors, and other sub-staff as needed.
• Oversee locker assignments for both shared and dedicated use, maintaining up-to-date records.
• Assist staff in locker allocation requests and coordinate changes when required.
• Raise and monitor tickets in the Global Facilities Services Center (GFSC) system.
• Follow up on GFSC tickets to ensure timely resolution and escalate issues when necessary.
  
  

Requirements:

• Certificate or Diploma in Business Administration or related field
• Minimum 1 year of relevant experience
• Fresh Graduates may be considered as well
• Must have excellent communication in English (speaking and writing)